UNIVERSITY OF PATRAS Research Committee Procurement of Laboratory

This document in English is for information. Only the original text of the call for tender in Greek

(http://ted.europa.eu/udl?uri=TED:NOTICE:26746-2010:TEXT:EL:HTML) is legally binding.

UNIVERSITY OF PATRAS

Research Committee

Project title: “Procurement of Laboratory Equipment for the Structural Materials Laboratory,

Civil Engineering Department, University of Patras”

DECLARATION NUMBER: 2/2010



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NOTICE OF THE INTERNATIONAL OPEN CALL FOR TENDER FOR EQUIPMENT PROCUREMENT

Evaluation Criterion Most economically advantageous tender

Place of the Contest UNIVERSITY OF PATRAS

Research Committee, Building A, 1st floor (small Senate room), University Campus, Rio-Patras. In case this is not possible due to force majeure the bid opening will take place in public on the same day, at 11:30 h on the floor of the Central Library at Patras University, University Campus, Rio

Time of the Contest: Monday April 12th 2010 & 10.30 a.m.

Budgeted expenditure: Two hundred and eighty five thousand EURO (€ 285,000) plus 19% VAT of fifty four thousand, one hundred and fifty EURO (€ 54,150)

GENERAL CONTENTS:

��NOTICE SUMMARY

��GENERAL TERMS AND PROCEDURES

��ANNEXES



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NOTICE SUMMARY

INTERNATIONAL OPEN CALL FOR TENDER

The Research Committee of the University of Patras,

according to decision no. 261/19-01-2010

ANNOUNCES

1. An International Open Tender, of total budgeted expenditure Two hundred and eighty five thousand EURO (€ 285,000) plus VAT, for the selection of contractor for the “Procurement of Laboratory Equipment for the Structural Materials Laboratory, Civil Engineering Department, University of Patras”, the award criterion being the most economically advantageous tender. Tenders may be submitted for the following equipment:

Vertical Laboratory furnace , Internal Dimensions: 3m (width) x 3m (height) x 1.2m (depth) for Fire Resistance Tests

Budget 285,000 € excl. VAT

2. Term of the Project: The term of the project implementation is scheduled to the maximum number of one hundred and ninety (190) calendar days as of the conclusion of the relevant contract and until delivery of the equipment.

3. Contracting authority: The Research Committee of the University of Patras, seated at building A, University Campus, Rio-Patras – Post Code: 26500. Mrs. Natassa Kapatsoulia is the competent employee on behalf of the Contracting Authority, providing information relevant to the tender (contact number: 2610-996631 – FAX 2610 -996677 – E-mail: [email protected]).

4. Contract: The written contract between the Contracting Authority and the Contractor that is drafted upon announcement of the Award.

5. Place, time and method of submission of offers

(a) The deadline for submission of offers ends on 12.04.2010 day of the week Monday at 10:00 a.m. Sealed Offers are sent or submitted to the competent Service of the University: Research Committee, University Campus, Rio - Patras - 26500 FAO Mrs. Natassa Kapatsoulia, tel.: 2610-996631 - FAX 2610-996677 - e-mail: [email protected].

(b) In case the offer is submitted through mail delivery (of any manner), this must reach and be delivered to the competent person until Monday 12.04.2010 at 10.00 a.m. Any offer that has been timely posted but failed to reach the service on time shall not be considered. In case the service is not able to receive the offer at Building A, Research Committee Protocol Office, the competent person shall receive the offers at the Library building, 1st floor, until 10.30 a.m.

(c) Offers are submitted in Greek in five (5) copies (any forms, drawings and other technical information attached to the technical offer may be submitted in another official language of the European Union).

6. Bid opening

A) The bid opening will take place in public on 12.04.2010, day of the week Monday at 10:30 a.m. in building A, 1st floor (small Senate room), University Campus, tel. 2610-996631. In case this is not possible due to force majeure the bid opening will take place in public on the same day, at 11:30 h on the 1st floor of the Central Library at Patras University, University Campus, Rio.



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B) In case the candidates participate in the contest through a representative they must also submit - along with their offer - a document for proof of legal representation.

7. Participation right

The following entities have the right to participate to the contest:

A) All natural or legal entities, whether local or foreign, or any cooperatives involved in the production or supply, the development, installation of the supplied equipment, as well as with the provision of the relevant services.

B) Unions of suppliers/ Joint Ventures (JV) that submit a joint offer, provided that they meet the terms that are defined in Articles 6 and 7 of the detailed declaration.

The unions and joint ventures are not obliged to present any specific legal form in order to submit an offer. However, the selected union or joint venture may be obliged to present a specific form, in case the contract is awarded to such JV, provided that such form will be necessary for satisfying performance of the contract.

8. Alternative offers:

No alternative offers shall be accepted.

9. Term of offers

Offers shall be valid and shall bind the candidates for one hundred and twenty (120) days, as of the day of expiration of the submission of bids, i.e. until 10.08.2010.

10. Delivery of written information on the tender

All interested parties may receive the documents of the contest (notice of the call for tender) until 26.03.2010 at 14:00 h and may ask for supplementary clarifications as to such documents and the terms of the call for tender until 23.03.2010. Documents shall be delivered and clarifications shall be provided by:

Mrs. Natassa Kapatsoulia, Research Committee, University Campus, Rio - Patras - 26500, tel.: 2610-996631 - FAX 2610-996677 - e-mail: [email protected].

The contest documents may also be received via courier service upon a relevant written request timely submitted by the interested party on own expenses.

The full text of the notice of the call for tender 2/2010 is also available on the following URL: http://www.research.upatras.gr. The translation in English of the full text of the call for tender 2/2010 is also available on the website of the European project “ACES – ADVANCED CENTRE OF EXCELLENCE IN STRUCTURAL AND EARTHQUAKE ENGINEERING” at the following URL: http://www.aces.upatras.gr. The translation in English of the full text of the call for tender 2/2010 has no legal validity and does not constitute any commitment of the Contracting Authority. Only the text of the call for tender that is published in Greek is considered authentic.

11. Participation guarantee

To allow participation in the contest, each tender must necessarily be submitted along with a letter of guarantee – on the penalty of exclusion. Such letter shall amount to 5% of the above mentioned budget including VAT.



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12. Information to the Official Journal of the European Union

Date of dispatch to the EU Official Journal: 27.01.2010.

Date of publication in the Governmental Gazette: 29.01.2010

The Chairman of the Research Committee

Prof. Vasileios Anastasopoulos

Vice Rector



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GENERAL TERMS AND PROCEDURES



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TABLE OF CONTENTS

CHAPTER A. GENERAL TERMS............................................................................. 13

ARTICLE 1. Object of the Notice................................................................................. 13

ARTICLE 2. Information on the Contracting Authority- Definitions.................................... 14

ARTICLE 3. Date of dispatch of the Notice .................................................................. 14

ARTICLE 4. Tender documents receipt method............................................................ 15

ARTICLE 5. Participation right .................................................................................. 16

ARTICLE 6. Participation references......................................................................... 17

6.1 Greek citizens ........................................................................................... 18

6.2 Foreign nationals ....................................................................................... 19

6.3 Local or foreign Legal entities ....................................................................... 19

6.4 Suppliers’ Unions and Joint Ventures ........................................................... 20

6.5 Co-operatives ........................................................................................... 20

6.6 Additional Terms........................................................................................ 20

ARTICLE 7. Supplier’s and Supplier Unions’ Information ..................................... 21

ARTICLE 8. Submission of offers ............................................................................. 22

ARTICLE 9. Draft contracts ..................................................................................... 24

ARTICLE 10. Offer prices - Currency......................................................................... 24

ARTICLE 11. Term of offers ..................................................................................... 25

ARTICLE 12. Participation guarantee ........................................................................ 25

ARTICLE 13. Tender procedure............................................................................... 26

ARTICLE 14. Objections.......................................................................................... 28

ARTICLE 15. Assessments – Results........................................................................ 29

ARTICLE 16. Award – Contract Conclusion, Guarantees..................................... 29

ARTICLE 17. Payment – Withheld amounts............................................................... 30

ARTICLE 18. Customs clearance – Taxes - Duties .................................................... 30

ARTICLE 19. System hand-over............................................................................... 30

ARTICLE 20. Project acceptance – Default period ...................................................... 31

ARTICLE 21. Penal clauses - Forfeiture .................................................................... 32

ARTICLE 22. Applicable legislation – Arbitration......................................................... 32

CHAPTER Β. PREPARATION OF TECHNICAL & FINANCIAL OFFER ............... 33

ARTICLE 1. Technical Offer ................................................................................... 33

ARTICLE 2. Financial Offer ...................................................................................... 34

CHAPTER C OFFER ASSESSMENT....................................................................... 35

ARTICLE 1. Assessment method ............................................................................. 35



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ARTICLE 2 Assessment criteria – Tables of Criteria / Coefficients .......................36

ARTICLE 3 Assessment Procedure.......................................................................... 37

CHAPTER D. SCOPE AND SPECIFICATIONS OF THE PROJECT.................... 38

ANNEX I – SAMPLES............................................................................................. 45

Application for participation in the contest.................................................................. 47

GUARANTEES SAMPLES ..................................................................................... 50

DRAFT CONTRACT.............................................................................................. 53

ANNEX II- Technical Offer Analysis Table ............................................................ 58

ANNEX III- Financial Offer Analysis Table............................................................ 59

CHAPTER E. TABLE OF CONFORMITY................................................................... 60



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CHAPTER A. GENERAL TERMS

ARTICLE 1. Object of the Notice

The object of the notice is the Procurement of equipment for the Engineering and Structural Materials Laboratory of the Civil Engineering Department at the University of Patras in the framework of the project titled “ACES - ADVANCED CENTRE OF EXCELLENCE IN STRUCTURAL AND EARTHQUAKE ENGINEERING”, according to those specified in the Technical Description of the notice.

The procurement shall be financed in the framework of the ACES Research Project. Professor Michalis Fardis, of the Civil Engineering Department of the University of Patras, shall be the scientific responsible of the project.

1. The assessment method is described in detail in Chapter C.

2. The requirements as to the equipment and the execution of the project as well as the supplier are included in Chapters D and E (Technical Description and corresponding Tables of Compliance included in the notice).

3. No alternative offers will be accepted.

4. This notice is governed by:

• Presidential Decree no. 60/2007 on the Harmonisation of the Greek Legislation to the provisions of Directive 2004/18/EC (Government Gazette 64/Α/16.3.2007)

• Presidential Decree no. 118/2007 “Public Procurement Regulation (Government Gazette 150/Α/10.7.2007)

• Law 2286/1995 on Public Procurements and adjustment of relevant matters • Law 2362/1995 on Public Accounting, control of state expenses and other provisions

as in force • Law 2522/1997 (Government Gazette 178/Α/08.09.1997) on Court Protection against

the public works pre-contract phase, state procurement and services, according to the Directive 89/665 of the EU.

• Law 2198/94 (art. 24) ”Income tax withholding” (Government Gazette 43/Α/22.3.94) • Law 2842/00 on the “application of supplementary measures for the implementation of

Council regulations, as in force regarding the introduction of ΕΥΡ' as well as the Joint Ministerial Decision no. Ζ-288 and Ζ-412 on the implementation thereof

• Law 2690/99 on the penalties of the code of administrative procedure and other provisions

• Ministerial Decision no. 2037288/808/0026 (Government Gazette 433/B/96) on the “definition of interest on advance payments to the State for the procurement of products, the provision of services or the execution of works”

• Law 3021/02 (Government Gazette no. 143/A/19.06.2002) on the submission of the contract to be concluded under the process of data verification as provided in article 4 thereof

• Presidential Decree 60/07 on the harmonisation of the Greek Legislation with the provisions of the directive 2004/18/EC “on the coordination of procedures for the conclusion of contracts on public works, procurements and services", as amended in Commission Directive 2005/51/EC and EU Parliament and Council Directive 2005/75/EC dated November 16th 2005

• the decision no. 261/19.01.2010 by the Contracting Authority on the present Public International Tender

• the contract no. 204697 between the University of Patras and the European Union.



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ARTICLE 2. Information on the Contracting Authority- Definitions

A. The contracting authority is the University of Patras/ Research Committee

• Registered office address: University Campus, 26500 Patras. • Telephone: +30 2610-996631

• FAX: +30 2610-996677

• e-mail : [email protected]

B Contract information

1. Contract: The agreement to be signed between the contracting parties on the project of the notice.

2. Contracting Authority: the University of Patras / Research Committee that will sign the contract for the project execution along with the contractor.

3. Contractor/ Supplier: The successful bidder who shall be called to sign the contracts and execute the project.

4. Contract documents: the contract document between the contracting authority and the Contractor of the work and all documents that are submitted along with the contract and include, by order of applicability: a. the contract, b. the notice and the document containing the terms of the notice, c. the Financial Offer of the Contractor and d. the Technical Offer of the Contractor.

5. The official language of the contract is Greek. This notice, the Technical and Financial Offer documents and the contract are written in Greek. All references and Offers of the candidate Contractors to be submitted must be written in Greek.

6. The contract shall be prepared based on the terms provided in the tender documents and shall be governed by the Greek Law. Any matters not regulated by this contract shall be governed by the provisions of the community Directives on public procurement contracts, as well as Community Regulations on the resources of Funds and fiscal management of Community Budget.

7. The budget for the project execution is set at 285,000 euros (plus VAT). The separate items of the cost of the contract as well as the method of payment and other relevant information and terms, shall be described in the same contract to be signed by the Contractor.

ARTICLE 3. Date of dispatch of the Notice

1. A summary of the notice has been published in the Government Gazette on 29.01.2010.

2. A summary of the notice has been sent for publication to the Official Journal of the European Union on 27.01.2010.

3. to EOMMEX and to the following chambers:

Athens Chamber of Tradesmen

Athens Chamber of Small and Medium Industries Thessaloniki Chamber of Small and Medium Industries Piraeus Chamber of Small and Medium Industries British-Hellenic Chamber of Commerce

Greek- German Chamber of Commerce and Industry



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Greek-Belgian Chamber of Commerce

Geotechnical Chamber of Greece – Central Macedonia Regional Branch Geotechnical Chamber of Greece Serres Chamber of Commerce and Industry

Evoia Chamber of Commerce and Industry

Thessaloniki Chamber of Commerce and Industry

Xanthi Chamber of Commerce and Industry

Professional Chamber of Piraeus

Greek – Italian Chamber Greek – Italian Chamber of Thessaloniki Arabic-Greek Chamber Greek-Chinese Chamber of Commerce and Industry

Greek – Ukranian Chamber Greek-Swedish Chamber of Commerce

Irakleion Chamber of Commerce and Industry

Piraeus Chamber of Commerce and Industry – European Information Centre

Rodopi Chamber of Commerce and Industry

Chamber of Zakinthos

Chamber of Arkadia

Chamber of Achaia – Manpower Evaluation Centre

Chamber of Kavala

Chamber of Karditsa

Chamber of Larissa

Chamber of Lasithi, Crete

Chamber of Environment and Sustainability Chamber of Preveza

Chamber of Chania

Hellenic Chamber of Shipping

Hellenic Chamber of Hotels

Economic Chamber of Greece

Economic Chamber of Greece – Regional Department of Eastern Crete

Franchise Association of Greece

Technical Chamber of Greece

Technical Chamber of Greece - North-eastern Aegean Department Technical Chamber of Greece – East Mainland Department

ARTICLE 4. Tender documents receipt method

A notice summary has been sent for publication (Article 3).

1. All interested parties may receive the documents of the contest (notice of the call for tender) until 26.03.2010 (incl.) at 14.00 h and may ask for additional clarifications on the contest documents and the terms of the call for tender until 23.03.2010 (incl.) from:

Mrs. Natassa Kapatsoulia, Research Committee, University Campus, Rio - Patras - 26500, tel.: 2610-996631 - FAX 2610-996677 - e-mail: [email protected].

The tender documents may also be received via courier service upon a relevant written request timely submitted by the interested party on own expenses.

The full text of the notice of the call for tender 2/2010 is also available on the following URL: http://www.research.upatras.gr. The translation in English of the full text of the call for tender 2/2010 is also available on the website of the European project “ACES – ADVANCED CENTRE OF EXCELLENCE IN STRUCTURAL AND EARTHQUAKE ENGINEERING” at the following URL: http://www.aces.upatras.gr. The translation in English of the full text of the call for tender 2/2010 has no legal validity and does not constitute any commitment of the Contracting Authority. Only the text of the call for tender that is published in Greek is considered authentic.



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In case the tender documents are delivered via courier service, the University of Patras shall have no responsibility whatsoever as to the timely and sound delivery of the tender documents. Within five (5) working days as of receipt, the recipients of the notice are obliged to check that the notice is complete according to the table of contents and the total number of pages and should they identify any omission they must immediately inform the University of Patras in writing and ask for a new full copy. Any objections as to the legality of the contest on the grounds of incomplete copy shall be rejected as unacceptable.

2. Candidates may request clarifications, in writing, as to the content of this notice of the call for tender until 23.03.2010 (incl.). A written reply shall be sent for all clarifications for which a timely request has been made and to all candidates provided that they have provided valid contact details (Fax, e-mail). The written reply shall be sent the latest six (6) days before the date of submission of offers.

The applications for submission of offers must be sent to the office of the project supervisor (Research Committee), Mrs Natassa Kapatsoulia, Research Committee, University of Patras, University Campus – Patras - 26500 tel.: 2610-996631 - FAX 2610-996677 - e-mail: [email protected].

Upon receipt of the declaration, the interested parties are obliged to inform the competent office on the information of their company (Name, Address, telephone, fax, e-mail, name and surname of the company representative).

3. No candidate in any case can invoke any verbal replies on behalf of the Contracting Authority.

4. The interested suppliers may ask for supplementary information as to the contest documents until 23.03.2010 (incl.). Such supplementary information shall be provided the latest within six (6) days prior to the date of submission of offers, by virtue of article 15, para 2 item a of the Presidential Decree no. 118/07.

ARTICLE 5. Participation right

1. The following entities have the right to participate in the tender:

(a) All natural or legal entities, whether local or foreign, or any cooperatives involved in the production or procurement, the development, installation of the supplied equipment, as well as with the provision of the relevant services.

(b) Unions of suppliers who submit a joint offer, provided that they meet the terms defined in articles 6 and 7 of this Chapter.

(c) Suppliers’ joint ventures (JV)

The unions and joint ventures are not obliged to present any specific legal form in order to submit an offer. However, the selected union or joint venture may be obliged to present a specific form, in case the contract is awarded to such JV, provided that such form will be necessary for satisfying performance of the contract.

In the course of this notice, the term “supplier” shall refer to all abovementioned categories.

2. The following entities shall not be accepted:

(a) Those who have been irrevocably excluded by a certain Greek State Service or Legal Entity of Public Law or Legal Entity of Private Law or Anonymous Society of the Public Sector since they have failed to meet their contractual obligations.

(b) Those who have been excluded from Greek State procurement tenders upon decision of the Minister of Commerce.



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(c) Those against who a final decision has been issued as torts below:

- participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA, bribery, as defined in Article 3 of the Council Act of 26th May 1997and Article 3(1) of the Council Joint Action 98/742/JHA respectively,

- fraud, within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities,

- money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.

(d) All foreign natural or legal entities that have bee charged with relevant penalties in the countries of the European Union. Any respective penalties imposed outside the European Union shall be examined and considered by the Contracting Authority per case.

3. The Contracting Authority reserves the right to reject at its own judgement and regardless of the tender phase any offer by any supplier who proves to be unreliable.

ARTICLE 6. Participation references

A. Participants are obliged to submit the following documents – depending on the case – along with their offer on the penalty of exclusion:

(a) Letter of Guarantee for Participation according to those stipulated in Article 12 Chapter A hereof.

(b) Statutory statement of para 4 article 8 law 1599/1986 (A. 75), as in force, with verified original signature, indicating the following:

i. The information on the contest in which they participate.

ii. A statement, according to which, up to such date of submission of offer,

- they have not been sentenced upon an irrevocable decision for any of the felonies mentioned in case (1) item a, para 2 article 6 of the Presidential Decree no. 118/07. More specifically that they have not been sentenced for participation in any criminal organisation, money laundering, any of the felonies of the Code of Market Police, relevant to the execution of their professional activity, or for any of the felonies of misappropriation, fraud, blackmail, forgery, perjury, bribery and intentional bankruptcy.

- they do not fall under any of the cases mentioned in case (2) item a, para 2 article 6 of the Presidential Decree 118/07, more specifically that they are not in a state of bankruptcy, termination of business activities, administration by the court, arrangement with creditors, suspension of business activities and that there has been no proceeding for a declaration of bankruptcy, liquidation (winding up), administration by the court, arrangement with creditors nor for other relevant cases.

- they do not fall under any situation of those mentioned in case (2) item c, para 2 article 6 of the Presidential Decree no. 118/07, particularly in case of legal entities whether foreign or Greek and that they are not currently in a state of common liquidation (normal winding up), or special liquidation (special winding up) or other relevant situations (only for foreign legal entities) and, more over that they have not been subject to any procedure of issue of a joint decision of normal or special winding up



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(liquidation) or other relevant situations (only for foreign entities). - they have received tax and insurance clearance certificate as to their obligations as per

case (3) item a, para 2 article 6 of the Presidential Decree no. 118/07, particularly as to the obligations of payment of social security contributions (main and supplementary) and their tax obligations.

- for Greek citizens that on the day of the contest they are registered in the relative local Chamber and they practice their profession as this has been declared in the relative local Chamber, whereas for foreigners that on the day of the contest they are registered in the records of the relative local Chamber, or in equivalent professional organisations.

iii. They must undertake the obligation to timely submit the references provided for in para 2 article 6 of the Presidential Decree no. 118/07, namely – and according to the case – the references described in Articles 6.1, 6.2, 6.3, 6.4 and 6.5 of the present call for tender.

(c) In case the suppliers participate in the contest along with their representative, they shall submit proof of representation along with the offer.

(d) Legal entities must also submit the articles of association or the Issue of the Government Gazette in which the establishment of the company is stated (an exact copy from the Register of Anonymous Societies or the Court of First Instance in the case of Limited Liability Companies, General Partnerships or Limited Partnerships etc) and a certificate of modifications.

In case the legal entity is an Anonymous Society, the Issue of the Government Gazette containing the announcement of the election of the current Board of Directors at the time of the contest must also be submitted.

Moreover, any legal document (or certified copy thereof) indicating the person or persons who have the right to bind the legal entity with their signature must also be submitted.

B. Upon assessment of offers, the bidder to whom the award is to be made and within a deadline of twenty (20) days following communication of the relevant written notice to him, upon verification of receipt or according to Law 2672/1998 (A 290) must submit a sealed file with the following documents and references which are unsealed and checked during the process provided for in article 19 para 6 of the Presidential Decree no.118/07:

6.1 Greek citizens

(a) Extract from the "judicial record", issued at least during the past three months prior to communication of the abovementioned notice, indicating that the party has not been sentenced upon an irrevocable court judgement, for any felony relevant to its professional activity and for any of the felonies of par. 1 article 43 of the Presidential Decree no. 60/2007 or for any felony of misappropriation, fraud, blackmail, forgery, perjury, bribery and intentional bankruptcy.

(b) Certificate by a competent judicial or administrative Authority, issued during the past six months, prior to communication of the above mentioned written notice indicating that they are not in a state of bankruptcy, termination of business activities, administration by the court, arrangement with creditors, suspension of business activities nor in any other relevant situation. Also, that no proceeding for a declaration of bankruptcy, liquidation (winding up), administration by the court, arrangement with creditors nor other relevant similar proceeding has been initiated against such party.

(c) Certificate issued by the competent Authority, depending on the case, and indicating that



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on the date of the above-mentioned notice, such entity has fulfilled its obligations that refer to payment of social security contributions (main and supplementary) and their tax obligations.

In case the entity is established abroad the references of items (b) and (c) are issued based on the applicable law of the country where the entity is established and that the country issues the relevant certificate.

(d) Certificate by the local Chamber, indicating registration thereto and the specific profession of the entity on the day of the contest and that they remain registered up to the delivery of the written notice or a certificate for exercise of profession by the competent State Authority or the Local Self-Government Authority issued – at the latest - six (6) months prior to the date of the contest.

6.2 Foreign nationals

(a) Extract from the "judicial record" or any equivalent document by any competent administrative or judicial Authority of the country of establishment issued at least during the past three months prior to communication of the abovementioned written notice, indicating that the party has not been sentenced upon an irrevocable court judgement, for any felony relevant to its professional activity nor for the felony of participation in any criminal organisation, bribery, money laundering, misappropriation, fraud, blackmail, forgery, perjury, bribery and intentional bankruptcy.

(b) Certificate by a competent judicial or administrative Authority of the country of establishment, depending on the case, issued during the past six months, prior to communication of the above mentioned written notice indicating that the entity is not in a state of bankruptcy, termination of business activities, administration by the court, arrangement with creditors, suspension of business activities nor in any other relevant situation. Also, that no proceeding for a declaration of bankruptcy, liquidation (winding up), administration by the court, arrangement with creditors nor other relevant similar proceeding has been initiated against such party.

(c) Certificate issued by the competent Authority of the country of establishment and indicating that on the date of the above mentioned notice, such entity has fulfilled its obligations that refer to payment of social security contributions (main and supplementary) and their tax obligations.

(d) Certificate by the competent authority of the country of establishment indicating that the party is registered in the registers of the local Chamber or any equivalent professional organisations, on the date of the contest and that it remains registered on the date of delivery of the written notice.

6.3 Local or foreign Legal entities

(a) All above references, depending on the case (local or foreign legal entity) as mentioned in paragraphs 6.1 and 6.2. More specifically, the persons liable to submit an excerpt of their “judicial record” or any equivalent document, are the trustees of Limited Liability Companies, General Partnerships and Limited Partnerships the Chairman and the Managing Director of Anonymous Societies and, in any other case, the legal representatives of the legal entity.

(b) Certificate by a competent judicial or administrative Authority, issued during the past six



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months, prior to communication of the above-mentioned written notice, indicating that they are not in a state of normal winding up as in the 2190/1920 law, as in force, or special winding up according to law 1892/1990 (A 101), as in force, or other relevant situations (only for foreign legal entities) and, more over that they have not been subject to any procedure of issue of a decision of normal or special winding up according to the previous statutes or other relevant situations (only for foreign entities).

6.4 Suppliers’ Unions and Joint Ventures

1. All above references depending on the case for each supplier who participates in the Union or JV.

2. The Suppliers’ Union or JV submits a joint offer that is necessarily signed either by all suppliers forming the union or the joint venture, or by a representative authorised upon notary deed. The offer must necessarily indicate the part of the equipment or work that each party has undertaken out of the total offer.

3. Upon submission of the offer each member of the Union or JV shall be considered responsible in full. In case of award of the procurement, such responsibility shall remain until full execution of the contract.

4. In case any member of the Union or JV fails to meet the obligations of the Union or JV, at the time of offer assessment, due to inability for any reason whatsoever or force majeure, the remaining members shall continue to have full responsibility of the entire joint tender at the same price.

5. In case the above-mentioned inability occurs at the time of execution of the contract the remaining members shall continue to be responsible, in full, as to the joint offer on the same price and terms.

6. The remaining members of the Union or Joint Venture may suggest a replacement, in both above mentioned cases. Such replacement may be approved upon decision of the Contracting Authority.

6.5 Co-operatives

(a) Certificate by the competent authority indicating that the co-operative is operating according to the law.

(b) Extract from the “judicial record” issued during the past three months prior to the communication of the written notice or any other equivalent document by any competent administrative or judicial authority of the country of establishment indicating that the Chairman of the Board of Directors has not be sentenced upon any irrevocable court decision according to the provisions of article 6 para 6.3 item (b).

(c) References of cases (b) and (c) para 6.1 in case of local cooperatives and the references of case (b) para 6.2 in case of foreign co-operatives.

6.6 Additional Terms

1. All natural or legal entity or union or joint venture of suppliers or cooperative must submit along with their offer – apart from the abovementioned references per case – an Application for Participation in the contest according to the sample (Annex I).



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2. Any references issued in a country other than Greece, shall be necessarily accompanied by an official translation in Greek.

3. If in a certain country it is certified by any Authority that such certificates or documents are not issued or they do not cover all above mentioned cases, they may be replaced by a sworn statement of the party liable to submit the reference. In the case of suppliers for which no sworn statement is provided for in their country it may be replaced by a statutory declaration before any competent judicial or administrative authority or notary of the country of establishment of the supplier. In this case, in the sworn statement or in the statutory statement it will be declared that the documents are not issued in this country and that the specific party is not subject to the above-mentioned legal situations.

4. In case the references of article 6 are not submitted the candidature shall be rejected.

ARTICLE 7. Supplier’s and Supplier Unions’ Information

Supplier’s Information

A) References relevant to the financial capacity of the supplier.

Candidate suppliers must also submit along with their references for participation at least one of the following documents regarding their financial capacity:

� Copies or excerpts of balance sheets (provided that the organisation issues such documents).

� A report on the total turnover.

� A report on the turnover relevant to the execution of works that are related to the object of this notice.

� Bank certificates indicating the financial capacity of the Business both for letters of guarantees and for borrowing purposes.

Such documents (except bank certificates) shall refer to the three (3) previous periods before the current fiscal year. If the company was operating or was trading in any other business activity relevant to the material that is being supplied for a time period that does not allow for the issue of three balance sheets as per the law, it shall submit any balance sheets issued or any relevant official information available at the time.

B) Supplier’s technical capacity

Candidate suppliers must submit along with their offer and more specifically along with the references for participation the following information that will prove their technical capacity and experience:

1. A list with main deliveries (at least one must be already performed) that took place during the past three years and are relevant to the object of this notice with reference to the relevant amount, the date and public or private recipient. Proof of deliveries is provided if the recipient is a public authority, upon references issued or validated by the competent authority, if the recipient is a private entity, upon certificate of the buyer or, if the issuance of such certificates is not applicable or not possible, upon a statutory statement of the customer, or if this is not possible of the supplier himself. The proposed layout of such list is provided below:



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S/N Customer Short description of the project

Project execution period

Budget Present phase of the project

2. Technical Specifications and Material Safety Data Sheets (MSDFs) for all materials used.

3. Statement on the ability of the supplier to provide services for equipment installation and technical support of the equipment and training as to its function, or certificates that prove such ability.

4. Statement of commitment for offering services for the installation and maintenance of equipment and training as to the function thereof, within reasonable time period as of delivery.

The Bidder shall submit a statutory statement along with his offer as per para 4 art. 8 law 1599/1986 on the appropriate and timely issue of any of the above mentioned certificates that are required in the declaration during the phase of the award.

Suppliers’ Unions and Joint Ventures

All suppliers who participate in the union or JV must submit the information mentioned in the

previous paragraph.

ARTICLE 8. Submission of offers

Offers are submitted or sent by any means to the UNIVERSITY OF PATRAS-RESEARCH COMMITTEE, FAO Mrs. Natassa Kapatsoulia, University Campus, Rio, Patras 26500, Tel. +302610-996631, FAX 2610-996677, e-mail: [email protected], where they shall receive a reference number, until 12.04.2010, day of the week Monday at 10:00 a.m. In case the service is not able to receive the offer at Building A, the competent person shall receive the offers at the Library building, 1st floor, until 10.30 a.m.

1. The offers to be submitted must be packed in one item (file or package) consisting of three separate and independently sealed files (with copies of the Participation References, the Technical Offer and the Financial Offer) and they must bear the following indication:

OFFER FILE FOR THE CONTEST

“Procurement of Laboratory Equipment for the Structural Materials Laboratory, Civil Engineering Department, University of Patras”

2. Moreover, the file containing each offer (main file) must also bear the following information clearly printed thereon:

• the word OFFER and the ITEM mentioned in the OFFER.

• The full title of the competent Service performing the Procurement.

• The number of the call for tender.

• The date of the contest.

• The information of the sender.



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3. Further to the above information, all three separate files must bear the indications of the main file (packaging).

4. The offer file (main file), contains all information relevant to the offer in separate sealed files as follows:

FILE Α indicated PARTICIPATION REFERENCES

Containing a) references, b) participation guarantee.

FILE B indicated TECHNICAL OFFER

Containing all technical information of the offer

FILE C indicated FINANCIAL OFFER

upon penalty of rejection in case the file is not sealed

Containing all financial information of the offer

Files A, B and C, shall also bear any information printed on the main file. In case the technical information of the offer cannot be placed in the main file due to their excess size, they are packed separately and are sent along with the main file with the indication ‘OFFER ANNEX” and all remaining indications of the main file.

5. The offer as well as other information that are sent along with the offer shall be submitted in the following number of copies:

Participation references One (1) Original and one (1) Copy

Technical Offer One (1) Original and four (4) Copies

Financial Offer One (1) Original and four (4) Copies

and must be contained in the relevant file that is independently sealed.

6. No offers shall be considered if they have been submitted following the predefined date and time regardless of whether they have been posted on time, but failed to reach the Contracting Authority before the deadline.

7. Any offers submitted following the lapse of the abovementioned time frame shall be characterised as counter-offers and shall not be taken into consideration.

8. A counter-offer or amendment of offer or proposal that is equal to a counter-offer to the opinion of the Contest Committee shall be characterised as unacceptable and shall not be taken into consideration.

9. Offers are submitted in Greek excluding any forms, drawings and other technical information attached to the technical offer that may be submitted in another official language of the European Union.

10. One of the copies characterised as the original must bear the word "ORIGINAL" clearly printed thereon and in each page. The content of the original shall prevail against all other copies, in case of inconsistency between such copies and the original.

11. All pages of the original of the Technical Offer and the relevant documents shall be initialled by the Contest Committee or by an authorized member of it.

12. Answers to all questions of the notice must be clear.No unclear answers shall be accepted e.g. "NOTED”, “COMPLIED" etc. Any references to the technical documents or publications of Manufacturing Firms shall be accepted provided that they are attached to the offer and the specific number of the paragraph and page is provided. Any offer with general or unclear replies (as per the Contest Committee’s judgment) shall be excluded from further assessment.



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13. The Bidder is obliged to fill in himself, further to the replies provided for each paragraph, the relevant accompanying tables and the annexes to the notice according to the guidelines each time provided.

14. Offers must be free from erasures, deletions, additions etc. If any correction is made to the offer this must be clearly written and initialled by the bidder. All corrections must be announced at the beginning of the offer. The Contest Committee shall sign the recapitulated sheet with any corrections made and shall report these to the memo that is drafted thereon so that there is indisputable proof that the such corrections were made prior to the closure of the tender.

15. Each page of the ORIGINAL must be initialled by the representatives of the Candidate and numbered with continuous numbering.

16. Offers that according to the judgment of the Contest Committee are lacking, subordinated, or combined with conditions that are irrelevant to the purposes of this tender shall not be taken into consideration. In case the content of the offers contains abbreviations, for reference to technical or other meanings, it is obligatory that the bidders add a separate table, accompanying the offers, and providing such abbreviations and their meaning.

17. The candidates participating in the tender must mention in their offer that they took note of all terms of the notice. However, knowledge thereof is considered granted upon submission of the offer even if such mention is not made. Moreover upon submission of the offer it is certain that the candidates are fully informed of the local conditions for the project execution from all aspects, the sources of origin of all and any materials, the type of equipment etc, and they have studied all information included in the tender file.

18. Participation in the tender entails, automatically, full and unconditional acceptance of all terms of this notice by the candidate (technical, financial etc.). Non acceptance of any of the terms of the notice or deviation from such terms may be negative upon offer assessment or may form grounds for full rejection thereof at the discretion of the Contracting Authority.

19. The price of the Financial Offer must not exceed the budgeted expenditure excluding VAT (CHAPTER A, Article 2, para 7).

ARTICLE 9. Draft contracts

1. An agreement will be signed between the Contracting Authority and the supplier who shall be selected according to the attached sample (article 2, para 2 of the Presidential Decree no.118/2007).

2. The submission of any draft contracts by the candidates along with their offer shall not bind the Contracting Authority.

ARTICLE 10. Offer prices - Currency

1. Prices must be provided in Euros. They must also be written in numbers.

2. Offers that do not provide prices in Euros or that define the rate of Euro against any foreign currency shall be considered unacceptable and shall be rejected.

3. If the offer provides no explicit price it shall be considered unacceptable and shall be rejected.

4. Any offers containing a price readjustment term shall be considered unacceptable and shall be rejected.

5. Prices for the offered item shall be stated as follows:



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A) Price excluding VAT

B) VAT rate (%) for the items in question. In case the VAT rate is wrong, this shall be corrected by the Service.

C) Total price offered

6. In case the offer refers to items to be selected the relevant price shall be mentioned separately without VAT. The same applies for VAT rate (%) for the item in question.

ARTICLE 11. Term of offers

1. Offers apply and bind the suppliers for four one hundred and twenty (120) days as of the next day of the contest i.e. until 10.08.2010. In case of need for extension of the term of the offers, the Contest Committee shall address the question in writing to the candidates the latest ten (10) days prior to the expiration of the term of offers, whether they accept the extension for a specific period of time. Candidates are obliged to answer in writing within three (3) days.

2. The announcement of the tender award to suppliers may also be performed upon expiration of the term of the offer. However, it shall bind the bidder only in case he accepts it.

ARTICLE 12. Participation guarantee

1. All offers by the participants in the tender must be necessarily accompanied (against penalty of exclusion) by a Letter of Guarantee for Participation as per the attached sample. The Letter of Guarantee for Participation shall be issued for the amount that corresponds to the rate of 5% on the abovementioned budget including VAT and shall apply for at least one month following the expiration of the term of the offer as required by the declaration.

2. The participation guarantees are issued by credit institutions or other legal entities that are legally operating in member – states of the European Union and have such right according to the legislation of the member-states.

3. Any guarantees issued in a member-state of the European Union other than Greece, shall be necessarily accompanied by an official translation in Greek.

4. In case the Supplier to whom the tender shall be awarded denies to sign the contract on time, or to submit prior to the signing of the contract a Letter of Guarantee for Good Performance, according to those stipulated in Article 16 below, or denies to fulfil, on time, any other obligation that results from his participation in the tender, shall be declared in default, and the guarantee for participation shall be automatically forfeited in favour of the State.

5. The guarantee for participation must last at least for one (1) month following the expiration of the offer and shall be returned to the successful bidder upon deposit of the guarantee for good performance, while the remaining candidates shall receive their guarantees for participation within ten (10) working days as of the date of the tender award.

6. In case of a Suppliers’ Union or JV such guarantees shall include a term according to which the guarantee shall cover the obligations of all members of the union or joint venture.



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ARTICLE 13. Tender procedure

1. The bid opening will be performed by the Contest Committee assigned through decision no. 261/19.01.2010 of the Research Committee of the University of Patras, in the presence of the candidates who have submitted the offer or their authorised representatives.

The bid opening procedure by the Contest Committee shall commence on 12.04.2010, day of the week Monday at 10:30 a.m. in Building A, 1st floor (small Senate room) University Campus - Rio. In case this is not possible due to force majeure the bid opening will take place in public on the same day, at 11:30 a.m. on the 1st floor of the Central Library at Patras University Campus, Rio.

2. All parties present shall be informed of the tender participants only as well as of the technical information contained in the offers submitted.

3. During bid opening, the Contest Committee shall open the file of the Participation References and the Technical Offer file, they shall initial the references and the issues of the pages of the ORIGINAL Technical Offer (except the technical brochures of the manufacturers). The Contest Committee shall keep a record of all above actions.

4. The thorough check of the references and other information requested as well as the evaluation of the technical offers is performed by the Contest Committee.

5. The financial bid file shall not be opened but signed by the Contest Committee. The financial offer file shall be opened following the completion of the evaluation of the remaining offer information (references, Technical Offer) on the date and time to be announced in writing to those who have submitted their offers.

6. The files containing the financial offers that relate to offers which were not accepted during the technical and other information assessment, shall not be opened but returned, i.e.:

a. in cases of offers with key deviations from the terms of the Notice. Key deviations are: lack of a separate File, lack of statements and references relevant to the credit, financial and technical capacity of the supplier, lack of requested number of copies, lack of initials on the Offer pages by the Candidate’s representatives, lack of numbering on pages of the offers as specified and non-accurate adherence to the terms relevant to the requirement on Letter of Guarantee for participation to the contest.

b. in cases of offers that do no meet the minimum specifications and requirements of the technical specifications as specified in the present notice.

7. Financial offers that are indefinite to the judgement of the Contest Committee and cannot be evaluated or are subordinated or presenting significant deviations from the terms and specifications of the call for tender are considered unacceptable by the Contest Committee and are rejected.

8. The Contest Committee has the right to ask the bidders to submit references if during the bid opening procedure the Committee accepts, at its own discretion, that they are inadvertently absent and that such lack does not affect the substance of the offer.

9. Following the submission and opening of the tender no clarification, modification of rejection of the term of the notice or of the offer shall be accepted. However, the Contest Committee has the right, if this is considered necessary, to ask the supplier to provide clarifications as to the content of the offer. In this case the provision of clarifications is obligatory for the supplier and shall not be considered a counter-offer. Clarifications by candidates must be provided in writing within three (3) working days as of the date of dispatch of the relevant application of the Contest Committee.

10. It is noted that from all clarifications provided as mentioned above those considered are the ones referring to the requested issues.

11. Check of facilities of the “supplier or the sub-contractor”. In case it is considered that a



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field check is required to take place at the facilities of the suppliers or the sub-contractors of the offered product, the expenses of the relevant five-member committee formed for the tender execution shall burden the bidder or bidders in proportion. Payment of such expenses, of which the amount shall be defined based on the applicable provisions on travel expenses outside the registered offices of civil servants and military personnel, is performed within five (5) days as of the communication to the liable person. In case of non-payment of the expenses within the abovementioned deadline the offer of the bidder shall not be considered nor evaluated.

12. Characterisation of offer data or information as confidential. In case the offer is submitted along with information that are considered confidential and if communication of such information to the other candidates would harm the legal interests of the particular bidder, the bidder shall add a note on such information indicating that they are “confidential”. In any other case all candidates shall be able to take note of such information. The meaning of confidential information refers only to the protection of privacy covering technical or trading matters of the company belonging to the interested party.

13. Dumping – export subsidies

a. The offer is also rejected in case it is understood that the policy applied is that of sale price below the product manufacture price or the product acquisition price for trading (Dumping price) or that the product offered is receiving export subsidy. The bidders are obliged to be informed of the abovementioned measures of the country of origin of the product or the manufacturer. All those mentioned above shall also apply in case there are various phases that intervene in the process of industrialisation (referring to intermediate products) for the manufacture of the final product, on the condition that the said phases of the relevant declaration are to be explicitly declared in the offer by the interested parties.

b. The offering manufacturers or trade representatives of products deriving from countries that have not accepted the Multilateral Agreements protocols of the World Trade Organisation (WTO) or do not operate in the framework of single Customs Union of the EU, must state in writing along with their offer that the product they are offering is not a recipient of a sale price below manufacture cost or product acquisition price for trading (Dumping price) or the recipient of any export subsidy.

c. Bidders offering products from the following countries are not obliged to submit the abovementioned statement: EU Member-States, Norway, Switzerland, USA, Japan, Canada, Australia, Romania, Bulgaria, Israel and Turkey as well as from any other country that accepts and applies, whenever desired, the said Protocols by the WTO. The same applies for bidders connected to the EU in the framework of the single Customs Union.

14. Moral content clause

a. Any offers by companies (manufacturers or traders) that violate Articles 138 and 182 of the International Labour Agreement by employing minors under the age of 15 shall be rejected.

b. Bidders, provided that they are not manufacturers are obliged to be informed of the implementation of the abovementioned clause by the company manufacturing the product.

c. If the prices offered during the tender are too low the offers shall be examined in detail prior to the issue of the award decision. For this purpose, the bidders will be requested to provide the necessary clarifications in writing as to the financial nature of the manufacture process or the technical solutions selected or the extremely favourable conditions that the bidder enjoys for the procurement of items or the originality of the procurement which are verified prior to the rejection of the offer (Presidential Decree no. 370/95).

15. Following assessment of offers and the selection of the successful bidder, the competent body shall ask the lowest bidder to submit in a sealed envelope, within twenty (20) days as of the communication of the relevant written notice to the lowest bidder, all documents



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and references mentioned in paragraphs 6.1, 6.2, 6.3, 6.4, 6.5 as each time required. The date, the exact time and the place where the envelope of the lowest bidder will be opened, shall be defined in a separate written notice.

Other participants may have access to such references for a time period of three (3) days, as of the date of the envelope opening.

ARTICLE 14. Objections

Any objections as to the tender notice, the participation of the supplier to the tender and the legality thereof as well as the award decision are filed according to article 15 of the Presidential Decree 118/2007 (Government Gazette 150/Α/10.7.2007) and Law 2522/97 (Government Gazette 178/Α/08.09.1997).

Α. An objection may be filed only in writing:

a. against the tender declaration within a deadline that corresponds to half the time between the date of publication of the declaration in the official journal of the European Union and the date of expiration of the deadline for submission of offers including these two above dates.

The objection is submitted to the contracting authority, which following the motion of the objections committee shall provide the final decision the latest within five (5) working days prior to the tender date.

b. against the actions or omissions of the contracting authority that refer to the participation of any supplier to the tender or the execution of the tender in relation to the offer receipt and opening process, during the execution of the tender and within the next working day following the day on which objector took cognizance of the relevant file.

Such objection shall not form ground for postponing or interrupting the tender. In case the objection is against the participation of the supplier, it shall be necessarily communicated, on the penalty of rejection, to the person against whom it is filed, within two (2) days as of its submission.

The objection shall be examined by the competent Objections Committee, which shall forward a motion to the contracting Authority that shall decide on the evaluation of the results of the tender.

c. against the execution of the tender up to the award decision, within a time period of three (3) working days, after the interested supplier has taken cognizance of the relevant action or omission of the awarding authority. This objection is necessarily communicated within two (2) days as of its submission to the party against whom it is filed. The objection is examined by the competent Objection Committee and the Contracting Authority issues a relevant decision the latest ten days (10) prior to the expiration of the deadline for submission if objections.

Any objections filed outside the relevant scope of competence for any reason other than the one mentioned above shall be considered inappropriate and shall be rejected.

In any case, objectors are informed of the relevant decisions of the contracting authority on their own care.

d. Except from the cases above, against the award decision, as to the legality and the completeness of the references of article 6, within a time period of three (3) working days, after the interested supplier has been informed of the above award decision and the aforementioned references. This objection is necessarily communicated within two (2)



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days as of its submission to the lowest bidder against whom it is filed. The objection is examined by the competent Objection Committee and the Contracting Authority issues a relevant decision the latest ten days (10) after the expiration of the abovementioned three-days deadline.

B. The participant may take recourse against the decisions that impose any form of penalties against him and within a subversive deadline of thirty (30) days, as of the date of the registration of the relevant decision in the book kept by the body for this specific purpose. The body that is competent for the management of the organisation shall decide on the appeal. The said decision does not allow for review of the through any other administrative recourse of any nature whatsoever.

C. All interested parties –participants who consider themselves affected by such illegal decision, in their opinion, of the Contracting Authority, have the right to temporary court protection according to the provisions of Law 2522/1997.

Prior to the commencement of the procedure before the competent Court and the contracting Authority, the recourse is necessarily exercised within five (5) days as of the day the interested party was informed of the relevant action or omission. The recourse is necessarily communicated to the affected party for possible partial or full acceptance thereof.

The relevant decision is issued within ten (10) days as of the exercise of the recourse, or otherwise it shall be considered as tacitly rejected.

The deadline for the execution of the recourse and the application for injunction as well as execution thereof, shall hinder the conclusion of the contract.

ARTICLE 15. Assessments – Results

1. The assessment of offers (technical and financial) is performed by the Contest Committee.

2. The Contracting Authority has the right based on its legal interest, its discretion and without damage, to reject or to accept in part or in full, the offers or to award smaller or larger quantity of the tender items. The Contracting Authority also has the right to annul the tender in part or in full or to postpone it or, finally, to withdraw from the tender, and if the legal conditions are met, to take recourse to negotiation procedures.

3. The classification criterion is the one of the most economically advantageous tender according to those stipulated in Chapter C of the declaration.

ARTICLE 16. Award – Contract Conclusion, Guarantees

1. The candidate supplier is called to sign the agreement within ten (10) days as of the delivery of the invitation. After the lapse of the deadline of ten (10) days and if the candidate supplier has failed to sign the contract he shall be declared in default and the participation guarantee shall forfeit in favour of the Contracting Authority without further action.

2. The supplier to whom the tender has been awarded is obliged the latest until the conclusion of the contract to deposit a Letter of Guarantee for Good Performance covering in Euro 10% of the total price of the project that was awarded to him, excluding VAT.

3. The guarantees for good performance are issued by credit institutions or other legal entities that are legally operating in member – states of the European Union and have such right according to the legislation of the member-states.



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5. Release from the guarantee of good performance of the project is provided upon return of the letter to the supplier. The letter of Guarantee for Good Performance of the Project is returned to the Contractor upon expiration of the contract and delivery of the project.

6. No other agreement as to the content of the contract whether already existing and not mentioned therein shall remain in force.

7. The contract can be amended upon written agreement of the contracting parties only, excluding any other means of proof, without affecting the execution of the project as specified in the declaration.

ARTICLE 17. Payment – Withheld amounts

Payment of the contractor shall be performed according to cash flow from the financing institution and the cash balance of the research project, and according to the procedure below:

a. issuance of an interest-bearing advance up to 50% of the contractual value of the project without VAT, after conclusion of the contract, which will be accompanied by a Guarantee Letter of Advance Payment of the same amount, drafted according to the relevant sample. Such advance payment will be interest-bearing according to Law 2362.95 “On the public accounting control of the expenses of the State and other provisions”. Upon payment, an interest on the advance payment will be detained for a time period calculated from the date of receipt until the date of final acceptance of the Project. The interest shall be calculated taking into account the interest rate of State Treasury Bonds of 12 months duration, in force on the date the advance payment is received, increased by 0.25 percentage points.

b. the remaining amount after the final qualitative and quantitative acceptance of the complete Project.

Payment is made upon submission of those references foreseen by the provisions in force and any other reference that may be requested by the competent Services that perform the control and the payment (Presidential Decree no. 118.07, art. 35). For procurement originating from abroad, payment of the value of materials to the supplier shall be performed through the Bank of Greece through bank transfer according to the Presidential Decree no. 118.07, art. 35(5). In case any problems or omissions are identified following the delivery of the equipment or later on, the supplier must immediately replace the faulty parts of the equipment, exactly as requested by the Contracting Authority.

ARTICLE 18. Customs clearance – Taxes – Duties

1. The supplier shall undertake the clearance of the equipment that will be delivered to the facilities of the Civil Engineering Department of the University of Patras. Duties, taxes and other fiscal charges shall burden the suppliers.

ARTICLE 19. System hand-over

1. The equipment is insured during transfer against all risks on the responsibility and the expenses of the supplier.

2. The delivery of the equipment shall take place CIF in the facilities of the Civil Engineering Department, University of Patras, Rio University Campus, PATRAS.



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ARTICLE 20. Project acceptance – Default period

1. The acceptance of the project will be performed in a single stage provided that the Project Monitoring and Acceptance Committee (PMAC) will have received a Certificate of Compliance with the Technical Specifications of the equipment from an international bureau assigned by the Committee: More specifically:

■ Before on-site delivery of the equipment: The PMAC shall assign an independent inspector (specialised international inspection bureau) that will be called to certify the compliance of the procured equipment with the technical specifications included in this notice. For this purpose, the representatives of the independent inspection bureau shall travel to the premises of the furnace manufacturer (whether he is also the supplier or the subcontractor) and shall attend a test run-up (the furnace will already have been assembled in the manufacturer’s facilities). The name and the contact information of the independent inspection bureau shall be announced to the supplier within thirty (30) days following conclusion of the contract at the latest. The contract to be signed between the Contracting Authority and the independent bureau shall allow for the maximum necessary period between the invitation to the inspection process and the day of the test run-up to be less than five (5) working days. The responsibility for timely invitation of the independent inspection bureau shall burden the supplier. In the same contract, the independent inspection bureau shall commit to send to the PMAC within three (3) working days as of the date of the inspection a relevant technical report. If the results of the inspection are positive, the independent inspection bureau shall issue and send along with the technical report a “Furnace Compliance Certificate to the Technical Characteristics included in declaration no. 2/2010 of the Research Committee / University of Patras” and the supplier shall receive an order by the PMAC within two (2) working days as of delivery of the Certificate, to proceed with the delivery of the equipment. If, according to the technical report of the independent inspection bureau, no compliance is identified between the furnace characteristics and the technical specifications of this declaration, then:

� The cost of the inspection (including the travel expenses for the representatives of the independent authority to the premises of the manufacturer) shall be covered by the supplier.

� The supplier shall be called in writing by the PMAC within two (2) working days as of communication to the latter of the results of the inspection to proceed to all necessary actions in order to achieve compliance of the furnace to be procured with the technical specifications of this notice, according to the observations of the independent inspection bureau.

� The supplier, within seven (7) working days must also submit an invitation to the inspection bureau for the second and last inspection, of which the procedure from the point of the independent inspection bureau will be in compliance with the time limits specified above. If (according to the technical report of the independent inspection bureau) no compliance is identified between the furnace characteristics and the technical specifications of this declaration, then the supplier shall be declared in default.

The procedure of the inspection performed by the independent auditing authority (inspection bureau) shall be governed by those stipulated in article 31 of the Presidential Decree no.118/2007.

■ After on-site delivery of the equipment: The Acceptance of the equipment by the PMAC shall include a quantity and quality check of the delivered material and the issue of the relevant Record, while it must be completed within fifteen (15) days as of the date of delivery of the equipment at the premises of the Civil Engineering Department of the University of Patras. In case of damage of part of the equipment during transport, the supplier is obliged to replace the damaged parts.



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2. The supplier is obliged to guarantee for proper operation of the procured item for a period of at least 12 months as of the delivery of the equipment.

3. The supplier bears the risk until final delivery of the equipment.

ARTICLE 21. Penal clauses-Forfeiture

1. In case of lapse of the agreed delivery date of the equipment and if the equipment is not delivered according to the contractual terms, the supplier is obliged to pay the penal clause that is set at 1% to 10% on the contract price of the equipment or the services that are delayed depending on the time of delay (article 32 of the Presidential Decree no. 118/2007).

2. After the lapse of a time period of one month as of the agreed date of delivery of the equipment and if the equipment is not delivered, the supplier shall be declared in default.

3. The provisions of article 34 of the Presidential Decree no. 118/2007 shall apply as to the procedure and the consequences of the forfeiture.

4. Penal clauses are not imposed and the supplier is not declared in default in case the supplier proves that the delay is due to force majeure or to the fault of the contracting entity.

5. Moreover, the supplier is declared in default in case he fails to meet or in case he partly meets his contractual obligations or in case he violates any term of the contract.

ARTICLE 22. Applicable legislation – Arbitration

1. In case of dispute, this shall be settled before the Greek Courts and more specifically before the Court of Patras. Applicable law is the Law of Greece.

2. However, it is still possible in some cases and if both parties agree, to take recourse to arbitration instead of the Courts, upon relevant provision in the contract and according to the Greek Legislation and those agreed between the parties. If such agreement is not reached, the Greek Courts are responsible for the settlement of the dispute as specified in the abovementioned Paragraph.



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CHAPTER B. PREPARATION OF TECHNICAL & FINANCIAL OFFER

ARTICLE 1. Technical Offer

Offers must have the following form and content: (a) A statement for the country of origin of the offered equipment. The supplier, provided

that is himself the manufacturer of the final product, should declare in his offer the enterprising unit in which he will manufacture the offered product, as well as the place of installation of this unit. When the supplier will not manufacture himself the final product in an enterprising unit of his own, the supplier should declare in his offer the enterprising unit, in which the offered product will be manufactured and the place of installation of this unit. Also, in his offer he should attach a statutory statement, addressed to the University of Patras / Research Committee, that the manufacture of the final product will be accomplished by the company that owns or exploits fully or partially the manufacturing unit in which the product will be manufactured and that the legal representative of this company has accepted the manufacture on behalf of the supplier, in case the supplier will be the winning tender of the contest.

(b) A statement that all parts of the offered equipment are new and unused.

(c) Table of Conformity

In order to verify the agreement between the offered equipment and services and the technical specifications of the call the supplier has to fill in the Table of Conformity.

The Table of Conformity comprises two parts in accordance to the evaluation criteria: 1. Technical Characteristics of the equipment 2. Support

A column titled “Obligation” contains the minimum requirements of specifications that are mandatory for the supplier.

A column titled “Reply” contains the answer of the supplier in the form of a YES/NO/EXCESS indicating whether the relevant specification is met (yes or no) or whether it is exceeded by the offer or a numeric figure indicating the quantity of the relevant characteristic of the offer.

A column titled ‘Reference’ includes an explicit reference to the relevant technical brochure of the manufacturer or a detailed technical description of the equipment or the method of connection and function, or references to the installation, support and training methodology etc. to be added to the annex.

It is highly desirable to provide as much information possible in the table and to make specific references to the degree possible (e.g. Technical Brochure 3, Page 4 Paragraph 4 etc).

Respectively, in the technical brochure or report the point providing proof of the agreement shall be underlined and the relevant paragraph will be indicated in the table of conformity indicating the location of the requested specification (e.g. Spec. 1.1.4.2).

The Committee shall evaluate the information provided by the suppliers at its own discretion during the technical assessment procedure of the equipment offered.

(d) Analysis of Technical Offer

The offered equipment and services are written down by the supplier as described in the “Table of Analysis of the Technical Offer” (Annex II).



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ARTICLE 2. Financial Offer

1. A price must be provided for the whole procurement.

2. The supplier must fill in the “Table of Analysis of Financial Offer” (Annex III).

3. The Table of Analysis of Financial Offer must be exactly the same table (except for column “Reference”) with the Table of Analysis of Technical Offer the only difference being the columns and lines for indicating the financial information.

4. In case of discount the total amount for each item / service must be the one indicated in the financial offer.

5. The VAT shall be indicated only once at the end of the financial offer in a separate line. In case the offered item consists of more than one part that are subject to different VAT rates the price will necessarily be provided separately for each part.

6. The column “Product” shall contain the offered item as described in the Technical Specifications of this call (by items A, B, C, etc.).

7. Moreover, suppliers are obliged to follow the same codes and descriptions in their offer, in the contract, in transfer as well as in pricing.

8. The service reserves the right to ask the participants to provide information that are necessary for the documentation of the offered prices, while suppliers are obliged to provide such information. However, the responsibility for the accuracy of those mentioned therein lies exclusively with the supplier.

9. The supplier must guarantee for good performance of the equipment for at least one year as of delivery.



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CHAPTER C OFFER ASSESSMENT

ARTICLE 1. Assessment method

For the selection of the most favourable bid only the offers that have been considered technically acceptable and adhere to the remaining terms of the Call for Tender shall be evaluated.

1. The most economically advantageous tender is the one that presents the lowest ratio (R) C/Β where:

(a) C = Cost

The cost includes: the cost of procurement.

(b) B = Σ(βi * σi), i.e. the sum of the weighted grading of separate items of each group or sub-group of assessment criteria (βi) multiplied by the weighting coefficients (σi). The items βi and the relevant coefficients σi are provided in Table A below.

2. A weighting coefficient is set for the two technical grading groups that may reach the percentage of 80 and 30 percent for each group respectively. The sum of the said percentages amounts to 100. All separate data of the groups are graded independently with a base grade of 100.

3. For each offer, the separate data of the groups or sub-groups are graded. Grading for each data is set at 100 for cases fully covering the requirements of the notice (general terms and technical specifications). Such grading increases up to 110 in case of excess coverage of the technical specifications. The weighted grading of each element of the groups is the product of the separate weighting coefficient on the grading and the total grading of each bid is the sum of the weighted grading of all elements and of both groups.

4. In case of equal grading of the R between the two offers the offer to be selected is the one with the greatest weighted grading.



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ARTICLE 2 Assessment criteria – Tables of Criteria / Coefficients

Table A: Assessment criteria & Coefficients

1. Technical specifications of the equipment (WEIGHTING COEFFICIENT 80%)

Vertical Laboratory Furnace, Internal Dimensions: 3m (width) x 3m (height) x 1.2m (depth) For Fire Resistance Tests.

Budget 285,000 € excl. VAT

S/N CRITERIA DESCRIPTION PARTIAL GRADE

COEFFI-CIENT

WEIGHTED GRADING

1. Vertical Laboratory Furnace - In accordance with the technical specifications of this tender

100-110 50%

2 Technical value, functionality and performance of the offered equipment based on technical specifications

100-110 20%

3 Appropriateness of the offered equipment for servicing the purpose for which it is destined

100-110 10%

2. Support to the above (WEIGHTING COEFFICIENT 20%)

S/N CRITERIA DESCRIPTION PARTIAL GRADE

COEFFIENT

WEIGHTED GRADING

1. Good performance guarantee for 1 year (or more), upon delivery of the equipment. Technical support provision guarantee for system software for a period of 3 years (or greater), upon delivery of the equipment.

100-110 10%

2. Verification of the supplier’s ability to: Install the equipment within three years as of its acquisition. Provide training on the use of the equipment within three years as of its purchase. Provide technical support, maintenance and spare parts for ten years as of the purchase of the equipment.

100-110 10%



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ARTICLE 3 Assessment Procedure

1. Offer evaluation shall follow the stages below:

(a) Technical evaluation and grading of all offers.

(b) Financial evaluation of same offers.

(c) Final rating of offers based on lower C/B.

2. The selection of the contractor shall be based on the award criterion of the most economically advantageous tender, as described in Chapter D.

3. Offers shall be considered inappropriate and shall be rejected, if according to the Committee’s judgment are:

• vague or cannot be evaluated or are subordinated,

• presenting significant deviations from the terms and specifications of the notice. On the contrary, offers that present deviations which are considered minor shall not be rejected,

• presenting unsuccessful or incomplete results in possible tests and demonstrations.

Offers that were considered rejected by the Committee due to any reason shall be recorded in relevant record of the committee.

Remarks

Upon the technical assessment the Committee may reject any claims of the supplier that to its judgement are not fully proved. In such case the candidate supplier shall be informed and in case of extra information these must be submitted within five (5) working days as of the notice.



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CHAPTER D. SCOPE AND SPECIFICATIONS OF THE PROJECT The scope of the Project is the supply of a vertical laboratory furnace with internal dimensions 3 m (width) by 3 m (height) by 1.2 m (depth) adequate for the execution of fire resistance tests of building materials and elements according to the temperature-time curves as described in relevant Standards (CEN and ISO) and other curves [such as the RWS (Rijkswaterstaat) curve] for the Structural Materials Lab of the Civil Engineering Department, University of Patras. Technical Specifications of the Contest The equipment of the contest should fulfill the requirements of the technical specifications of this call. The equipment will have the following technical characteristics. A. General

1. The furnace will be designed to comply with the requirements in the standards and specifications relevant to fire resistance tests of structural elements (CEN and ISO) and will be capable to reproduce, in addition to the temperature-time curves described in the above mentioned standards, other curves (defined by the user) including the RWS (Rijkswaterstaat) curve.

2. The furnace will be capable of testing up to temperatures of 1350°C. 3. The furnace will operate under controlled time, temperature and pressure conditions.

B. Furnace lining

1. The furnace chamber will be lined with high temperature insulating bricks having a density of not more than 1000 kg/m3. These bricks will cover at least 70% of the chamber’s internal surface (exposed surface of the sides and the roof) and they will have a thickness of at least 50 mm.

2. The perimeter of the front opening (outer face) of the furnace will be protected by replaceable refractory blocks.

3. Especially for the lining of the chamber’s floor high abrasion resistance blocks will be used so that easy cleaning of the floor area from melted materials may be achieved.

4. The blocks will be mechanically fastened to the frame of the furnace chamber and they will be bonded together with heat-resistant cementitious mortar.

5. The lining blocks and the heat-resistant cementitious mortar will be capable to withstand regular heating of at least 1400°C.

6. The space between the lining and the casing of the furnace chamber will be filled with materials of high temperature insulating capacity.

7. The temperature of the external surface of the furnace casing shall not exceed 60°C during operation of the furnace.

Γ. Furnace casing

1. The furnace casing will be painted with heat resisting paint (Hammer Blue type, or equivalent).

(I) Outer steelwork casing 1. The outer steelwork casing of the furnace will be sturdy and fabricated from structural

mild steel sections. 2. Special stiffeners will be used at opening areas of the furnace (burners’ holes, viewing

ports, camera ports, thermocouples, pressure control and data monitoring points). 3. The outer casing of the furnace will be designed and fabricated in such a way that its

durability against repetitive operation cycles under the time, temperature and pressure conditions specified in the standards relevant to fire resistance tests of structural elements will be assured.



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(II) Support steelwork and cast ironwork 1. The front outer face of the furnace will consist of special cast iron elements bolted to

the load-bearing framing (steelwork casing) of the furnace to provide strong connection (through mounting) of the specimen restraint frame to the whole furnace.

2. The front outer face of the furnace and the restraint frame of the specimens will be formed in such a way so that they will ensure airtight sealing of the space between them when the thermal insulation filling material will be put into place.

3. Four specially designed rollers will be incorporated in the cast iron sections of the front outer face of the furnace to provide ease in the positioning of the restraint frame of the specimens at the right place.

4. The upper part of the furnace will be detachable so that it may be possible to perform fire resistance tests on specimens that are positioned horizontally.

5. The front outer face of the furnace will bear a detachable beam so that it may be possible to perform fire resistance tests on wall-floor connections.

(III) Viewing and camera ports

1. Two (2) viewing ports are required for the observation of the exposed surface of the specimen.

2. Two (2) camera ports for taking photographs of the internal space of the furnace are required.

3. The ports will be positioned so that they will provide the best possible sight of the exposed side of the specimen.

4. The viewing ports will be manufactured from a lightweight fire-resistant material and they will be provided with heat-resistant glass shutter, air-cooled (the air supply pipe will be included).

5. In case of damage, the viewing ports should be easily removed and replaced. ∆. Pressure control system

1. One (1) metallic, fire-resistant, water-cooled motorized pressure control dumper will be used for the pressure control inside the furnace.

2. The gases will escape from the furnace through an adjustable extract port. E. Combustion equipment

1. Heating to the furnace will be provided by twelve (12) gas nozzle mixing burners, which will be arranged in vertical banks at the side walls of the furnace, with six (6) facing burners at each side, in such a way that the produced flames will fire parallel to the front opening of the furnace.

2. The burners will be controlled either automatically, so that they reproduce any of the temperature-time curves assigned by the specially designed for this purpose computer control system, or manually, depending on the operator’s choice.

3. The combustion equipment will include the following items: i. Twelve (12) (Liquid Petroleum Gas – LPG) nozzle mixing burners ii. Twelve (12) flexible air pipes iii. Twelve (12) flexible gas pipes iv. Twelve (12) manual air butterfly valves v. Twelve (12) combined double Class 1 solenoid and restrictor valves vi. Twelve (12) gas taps vii. Twelve (12) low pressure zero gas governors, back-loaded viii. One (1) main gas governor. ix. One (1) main air/gas proportional opening control valve, motorised x. Twelve (12) fully automatic gas burner safety control units with integral spark

ignition and Ultra-Violet scanner xi. Twelve (12) spark plugs xii. Twelve (12) Ultra-Violet type flame detectors xiii. One (1) differential air pressure switch



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xiv. One (1) suction switch xv. One (1) over pressure switch xvi. Two (2) gas pressure switches xvii. One (1) set of air and gas piping to the furnace xviii. One (1) main zone gas shut-off valve

4. Each burner will be controlled independently of the others. 5. All parts of the combustion equipment and all sets of gas/air supply piping for the

furnace will comply with the safety requirements outlined in Standard EN 746, or equivalent.

6. The burners will be fitted with individual flame failure systems, Ultra-Violet, spark ignition, interlocked with differential pressure switch, air proving pressure switch/solenoid, high and low gas pressure switches, suction switch, furnace over-pressure switch, differential flow air pressure switch, start light up switch, damper position limit switches and purge system.

Z. Measuring devices (I) Furnace thermocouples

1. Ten (10) furnace thermocouples (of the plate thermometers type) are required, conforming to the relevant requirements of Standard EN 1363-1:1999, or equivalent. The insertion points of the thermocouples in the furnace will be at the rear wall of the chamber and they will be adequately spaced. Equal number [ten (10)] of “Inconel”-type tubing, or equivalent is required. Provision will be taken so that the insertion/removal of the thermocouples from the rear of the furnace will be possible. The thermocouples will be connected to the computerised test data acquisition and data handling system.

2. Six (6) 1.5 mm diameter mineral insulated thermocouples are required, 1.5 m long (type K) complete with porcelain isolators and complying with the requirements of ISO 834 Standard, or equivalent.

3. Three (3) 1.5 mm diameter mineral insulated thermocouples are required, 2.0 m long (type K) complete with porcelain isolators and complying with the requirements of ISO 834 Standard, or equivalent.

(II) Unexposed furnace thermocouples

1. Twenty (20) copper disc thermocouples and equal number of insulating pads complying with the requirements of Standard EN 1363-1:1999, or equivalent, are required.

2. Also, fifty (50) m of type K thermocouple cable, together with fifty (50) plug attachments are required.

(III) Ambient temperature thermocouple One (1) ambient temperature thermocouple is required, conforming to the relevant requirements of Standard EN 1363-1:1999, or equivalent. The thermocouple will be connected to the computerised test data acquisition and data handling system. (IV) Pressure transducers Two (2) pressure transducers are required, conforming to the relevant requirements of Standard EN 1363-1:1999, or equivalent. The (type “T”) transducers will be positioned inside the chamber, each in “Inconel”-type tubing, or equivalent, and they will be wired in order to be connected to the computerised test data acquisition and data handling system. (V) Oxygen analyzer At least one (1) sampling point for measuring the oxygen concentration in the furnace chamber is required. The sampling point will be complete with “Inconel” test tube, or equivalent, and all necessary parts for future connection to a portable oxygen analyzer and to the computerised test data acquisition and data handling system.



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(VI) Timing device One (1) timing device having a large display screen is required. The timing device will measure the elapsed time from the beginning of the test and will be connected to the computerised test data acquisition and data handling system. This system will send the start command to the timing device, which will be accurate to within one (1) sec in one (1) hour. H. Air and gas supply system

1. The system will be appropriately designed for supplying and distributing air to the test furnace utilizing one (1) air-blowing fan. The fan will be delivered complete with its motor and all its electrical parts (starter included).

2. The air will be supplied to the furnace by the air-blowing fan through a suitable distribution piping network. All piping of the distribution network will be constructed in mild steel and will be consisted of lengths bearing flanges which will be assembled by bolting and will be combined with necessary isolation valves.

3. The gas distribution system will satisfy the requirement for maximum consumption per hour equal to 130 cubic meters and will be connected to one (1) manual master gas shut-off valve, for which provision will be taken to be placed at an easily accessible point at the rear of the furnace.

4. The air and gas distribution system will conform to the safety provisions described in EN 746, or equivalent.

Θ. Extraction system

1. The extraction system will include one hot gas extract fan and a suitable network of above-ground flue ducting for the extraction of the hot gases of the specimens’ combustion products from the furnace to the chimney. The hot gas extract fan will be delivered complete with its motor and all its electrical parts (starter included).

2. One main motorized dumper will be positioned close to the hot gas fan and will be automatically set to operation on extraction fan start-up.

3. The piping of the flue ducting network connecting the furnace chamber to the hot gas extraction fan will be of mild steel and will be consisted of lengths bearing flanges which will be assembled by bolting. The inner surface of the piping will be lined with bio-degradable material of high insulation capacity. The outer surface of the piping will be painted with heat resisting paint.

4. The flue ducting network will be suitably designed in order to maintain the temperature within the system to levels below the maximum working temperature of the hot gas extraction fan and to be able to be connected in the future to an additional test furnace.

I. Specimen restraint frame (non-loadbearing)

1. One (1) specimen restraint frame is required. 2. The opening (internal dimensions) of the specimen restraint frame will be equal to 3 m

by 3 m. 3. The outer casing of the frame will be sturdy, will be made of mild steel sections and will

be lined with pre-cast refractory blocks of high density (1600 kg/m3 to 2400 kg/m3). The space between the outer casing of the frame and the blocks will be filled with a heat insulation material of high-grade insulation having a thickness of at least 50 mm.

4. Each block will be retained in place on its own supporting steel plate with anchors and will be designed to be replaceable in case of damage.

5. Each block will bear in-built holes suitably positioned to facilitate the fixing and restraint of the test specimens.

6. The fixing of the specimen restraint frame to the furnace will be achieved through four (4) special wedges (that will be part of the frame itself) fitting into four (4) specially designed grooves incorporated in the cast iron elements of the front outer face of the furnace.

7. The frame will be capable of being lifted by the laboratory crane through two (2) lifting points.



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8. The frame will be capable of being stored in a free-standing way, without the danger of overturning.

9. The frame’s weight will not exceed six (6) tons. K. Ancillary parts

1. One (1) roll of fiber paper. 2. One (1) tub of fire resistant bonding agent for bonding thermocouples to the unexposed

surface of the specimens Λ. Control system and data acquisition/recording/handling system (I) General The control system and data acquisition/recording/handling system will perform the following functions:

1. Automatic control of the test. 2. Automatic acquisition and recording of the test data. 3. Complete manual control of the test. 4. Visualization of functions and measurements in real time. 5. Data logging from all transducer input channels. 6. Processing and analysis of test data after completion of the test.

(II) Data acquisition 1. Data logging will be realized through sixty-four (64) differential bipolar channels

capable of measuring and transferring to the system the outputs from at least the following types of DC transducers: types K N and R thermocouples, strain gauges, pressure transducers, displacement transducers, gas analysers and load cells.

2. The hardware of the data logging unit will be contained within a floor-standing mobile unit rated to IP65.

3. The communication between the data logging hardware and the computer terminal will be realized through an optically isolated RS485 link, or through ethernet.

4. Any transducer that provides a DC output will be able to be connected to any channel. 5. The supply input ranges of the transducers (in DC volts) will be equal to: ±5 mV, ±50

mV, ±500 mV, ±5000 mV (and will be selected from the software). 6. Each channel should be individually calibrated for the conversion of the electrical

signals (volts) to the measurement units of the individual physical characteristic that is measured. Each channel should be individually adjusted to its own zero offset and its own span.

7. Measurement speed will be from 1 ms to at least 3 ms (and it will be selected from the software).

8. Cold joint compensation will be provided for all types of thermocouples, with the absolute compensation being ±0.1°C.

9. The power supply of the system will be protected against electrostatic discharge (ESD) and over-voltage.

10. The power supply will be equal to 200-240 VAC and the power consumption will be equal to 20VA.

11. Voltage isolation is required between the data logging system and the control system (control computer) equal to 3000 VDC.

12. The data acquisition system is required to be as versatile as possible and easily expandable (by adding more DC transducers or other type transducers).

(III) Description of the main electromechanical part of the system (hardware) 1. The main electromechanical part of the system (hardware) will be contained within a

floor-standing unit rated to IP65 and will include all relays and microprocessors necessary for the control of the furnace.

2. All external connections will be done in a way that will safeguard them against high temperature and moisture conditions.

3. The internal switching of the system will comprise industry standard DIN relays. 4. Each relay will have its own indicator light and latch.



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5. The communication between the hardware of the system and the computer terminal will be realized through ethernet.

6. All internal switching and external control wiring will run at 24 V. 7. Provision will be taken to ensure adequate fusing of the system. 8. The system will be provided with an earth leakage protection system.

(IV) Manual control of the furnace The furnace will also enable manual control. Provision will be taken so that this function may be realized in maximum safety.

(V) Automatic control of the furnace - Software 1. Temperature and pressure conditions in the furnace chamber during the test will be

automatically controlled by a computer terminal that will be connected to the rest of the electromechanical hardware of the system (control system) via an RS485 link, or through ethernet.

2. The system will provide the choice of selecting the desired temperature–time curve (control curve of the furnace) from a list of pre-programmed and stored curves. All curves described in the CEN, ISO and IMO standards relevant to fire resistance tests (and the RWS curve) will be programmed and stored, as well as hydro-carbon curves. At least twenty (20) new (user-defined) temperature–time curves will be possible to be easily stored in the system.

3. The furnace will be controlled using the calculated average temperature of a group of pre-selected furnace thermocouples. This feature will include automatic drop-out of problematic thermocouples together with the synchronous production of a visualized warning message and the update of a message log.

4. The (temperature and pressure) conditions of the furnace will be compared at regular time intervals (using a pre-selected user-defined time step) with the target values of the respective conditions that correspond to the particular elapsed time after the start of the test, as these are defined by the standard (i.e. control curve) in use. Convergence between the actual conditions and the target ones will be achieved through automatic adjustment of the burners’ status by the control system.

5. The system will simultaneously adjust the gas/air flow and the pressure control dumpers.

6. The system will enable the ignition of burners which were not lit at the start of the test at an intermediate stage of the test.

7. The computer will perform (in real time) the visualization of the furnace functions and of the data collected from the furnace and from the specimen during testing, such as: mean temperature, furnace pressure, target temperature for any particular time point based on the pre-selected temperature – time curve, area deviation between test (real) and theoretical (target) temperature-time conditions, burners’ operation status, elapsed time from the test start and readings from all transducers used during the test (thermocouples, displacement transducers, load cells, and others). Additionally, the computer will display in real time the temperature–time curve achieved by the furnace together with the theoretical one (corresponding to the Standard in use) and will provide for the real-time display of graphs of any individual reading from a transducer (or any mean values from groups of transducers) (with the option of adjusting the graph scaling during testing).

8. Optionally, all logged information will be automatically saved to a second computer. 9. The computer will record all collected data from the furnace and the specimen during testing. 10. The software will be in English and/or Greek. 11. The software will be specially designed for: (i) fire resistance testing; and (ii) the post-

processing and analysis of the test data after the completion of the test in a way that facilitates the production of test reports according to the CEN and ISO standards. The export of the processed data (individual values and graphics) should be user-friendly and compatible in format to commonly used word processors. The software will be delivered accompanied by a user’s manual in English and/or Greek.



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45

ANNEXES

ANNEX I – SAMPLES



46



47

Application for participation in the contest

UNIVERSITY OF PATRAS

RESEARCH COMMITTEE

“Procurement ……………………………….”

APPLICATION FOR SUBMISSION OF OFFER IN THE CONTEST

Offer no: ………………………………(To be filled in by the Service)

Date of submission: ………………………………(To be filled in by the Service)

MAIN CONTRACTOR OF THE WORK: …………………………………………………………

Full name: …………………………………………………………………..

Address:

……………………………………………………………………..

……………………………………………………………………..

PROJECT MANAGER:

Full name: ……………………………………………………………………..

Telephone: ……………….. Fax: ……………………..

Email: ……………………..

I hereby state that I have been informed of and accept the terms of this tender.

Full name of the legal representative of the main contractor (legally binding signature and stamp of the body)

………………………………………………………………………



48

Bodies of the Union or the Joint Venture:

S/N Role in the Union Name Abbreviation

1 Concessionaire

2 Body

3 Body

# ..............

# ..............

# Subcontractor

# Subcontractor

# ..............



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Information of the bodies who participate in the offer

To be filled in for each body of the Union - use as many copies necessary.

Name:………………………………………………………………

………………………………………………………………………

Address:……………………………………………………………

………………………………………………………………………

………………………………………………………………………

Name of the Body’s Competent Person for this project:

………………………………………………………………………

Telephone:…………………………………………………………

Fax: ………………………………………………………………...

Email:………………………….……………………………………

Role of the Body in the Union: ………………………………. (main contractor, simple body or subcontractor)

I hereby state that the information provided in this application as to the organisation are true and that the organisation / company that I am legally representing has agreed to participate.

Name of the legal representative…………………………………

Date: ………………………………………………………………...

Signature: …………………………………………………………..

Stamp



50

GUARANTEES SAMPLES

DRAFT LETTER OF GUARANTEE FOR PARTICIPATION IN THE CONTEST

SAMPLE 1

PUBLISHER (NAME)

TO

…………………

DATE

LETTER OF GUARANTEE No … FOR THE AMOUNT OF EURO

1. We declare by our present letter of guarantee that we guarantee explicitly, irrevocably and unreservedly, being responsible against you entirely and as self-debtors by order of (the) …… (full name & address of the supplier) for the amount of euro …… The above amount is also the limit of our responsibility, for the participation of …… to the tender of…… (date of execution) with declaration number …… for the implementation of the project…… and for all postponement thereof.

2. We are waiving explicitly and unreservedly our right for division and discussion, our right for exceptions of primary debtor, even for those being not personal and particularly for any other exception of articles 852–855, 862-855 and 866-864 of the Civil Code, as well as our rights possibly resulting from the above articles.

3. In case you decide on your own discretion and judgment which you shall communicate to us that ……………………………. has failed to meet the abovementioned obligation of item 1, we hereby state that we shall undertake through this letter the explicit obligation to pay to your account , without any objection, the full or part of the amount of the guarantee, as per your directions and within three (3) days as of the date when you have requested such payment upon written notice.

4. In case of forfeiture the amount of forfeiture shall be subject to the applicable fixed stamp rate.

5. For payment of the said guarantee no further authorisation or action is required for consent of ………nor will any objection or reservation be taken into consideration or any recourse thereof to arbitration or to the court, requesting non-forfeiture of the letter of guarantee or its placing under judicial sequestration.

6. We declare that our guarantee shall remain in force until…………....

7. Our Bank (issuer of the guarantee) shall proceed with the extension of the term of the guarantee upon document of your competent service to be submitted prior to the date of expiration of the guarantee.

8. We certify that all Letters of Guarantee of our Bank that have been issued to the State and to Legal Entities of Public Law, including this letter do not exceed the amount that the Law has set for our Bank.

9. This guarantee covers the procurement of the following materials:

……………………………………………………………………………………………………..



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DRAFT LETTER OF GUARANTEE FOR GOOD PERFORMANCE IN THE CONTEST

SAMPLE 2

PUBLISHER (NAME)

TO

…………………

DATE

LETTER OF GUARANTEE No … FOR THE AMOUNT OF EURO

1. We declare by our present letter that we guarantee explicitly, irrevocably and unreservedly, being responsible against you entirely and as self-debtors by order of (the) …… (full name & address of the supplier) for the amount of euro…….The above amount forms the limit of our responsibility for good execution of the terms of this Agreement between …………………… and …………………………

2. We are waiving explicitly and unreservedly our right for division and discussion, our right for exceptions of primary debtor, even for those being not personal and particularly for any other exception of articles 852–855, 862-855 and 866-864 of the Civil Code, as well as our rights possibly resulting from the above articles.

3. In case you decide on your own discretion and judgment which you shall communicate to us that ……………………………………..has failed to meet the obligation described in the above item 1, we hereby state that we shall undertake through this letter the explicit obligation to pay to your account, without any objection, the full or part of the amount of the guarantee, as per your directions and within three (3) days as of the date when you have requested such payment upon written notice

4. In case of forfeiture the amount of forfeiture shall be subject to the applicable fixed stamp rate.

5. For payment of the said guarantee no further authorisation or action is required for consent of …… nor will any objection or reservation be taken into consideration or any recourse thereof to arbitration or to the court, requesting non-forfeiture of the letter of guarantee or its placing under judicial sequestration.

6. We declare that our guarantee shall remain in force until this letter of guarantee is returned to us, along with your written declaration for our release from this guarantee. Until then, we remain responsible for the immediate payment of the guarantee amount to you.

7. We certify that all Letters of Guarantee of our Bank that have been issued to the State and to Legal Entities of Public Law, including this letter do not exceed the amount that the Law has set for our Bank.

8. This guarantee covers the procurement of the following materials:

……………………………………………………………………………………………………..



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DRAFT LETTER OF GUARANTEE FOR ADVANCE PAYMENT

SAMPLE 3

PUBLISHER (NAME)

TO

…………………

DATE

LETTER OF GUARANTEE No … FOR THE AMOUNT OF EURO……………….

We declare by our present letter that we guarantee irrevocably and unreservedly, waiving our right for division and discussion, in favour of

{In case of a single company: the Company ……… Street Name ……… Number …… Post code ……}

{In case of Union or Joint Venture: the Companies

a) ……… Street Name ……… Number …… Post code ……

b) ……… Street Name ……… Number …… Post code ……

c) ……… Street Name ……… Number …… Post code ……

members of the Union or Joint Venture, separately for each company and jointly and totally obliged among them as members of the Union or Joint Venture}

for the receipt of advance payment for the allocation of … % of the contractual value, …… euro, according to Contract No. ……… and your Call for Tender No. ………, in the framework of the ongoing contest of ……… for the execution of the project ……… of total value ………, and up to the amount of ……… euro plus interest on such advance payment that will be charged against the Company ………, or, in case of Union or Joint Venture, in favour of the Companies of the Union ……… or the Joint Venture ………, in favour of which we guarantee in implementation of the relevant articles of the Procurement Regulation, which is the only limit of our guarantee.

The above-mentioned amount of guarantee remains at your disposal and we are obliged to pay to your account, without any objection or complaint and without investigating the merits of your request, the full or part of the amount of the guarantee, within three (3) days as of the date when you have requested such payment upon written notice.

The present letter of guarantee shall remain in force until it is returned to us, or until we receive your written declaration that we may consider our Bank released from any relevant obligation.

In case of forfeiture the amount of forfeiture shall be subject to the applicable fixed stamp rate.

(Authorised signature)



53

DRAFT CONTRACT

Project title: “Procurement of Laboratory Equipment for the Structural Materials Laboratory, Civil Engineering Department, University of Patras”

CONTRACT FOR PROCUREMENT OF EQUIPMENT

By and between:

A. The Vice-Rector Prof. Vasillis Anastasopoulos as the legal representative of the Research

Committee of the University of Patras (the Contracting Authority)

B. The………….. Address …………., ………., ………., TIN…………, Tax Office………. (the Contractor)

ARTICLE 1. Object

According to:

1) the Award Decision no. ……… of the Research Committee of the University of Patras

2) the offer dated …-…-2010 by (……………...) of the contracting parties ……. and

3) the Notice no. 2/2010 by the Research Committee of the University of Patras

The A contracting party hereinafter referred to as the Contracting Authority, assigns to B

contracting party hereinafter referred to as the Contractor, the procurement of

…………………………………………………………………………………………………………….

(hereinafter called the Work), in the framework of the project "Procurement of Laboratory

Equipment for the Structural Materials Laboratory, Civil Engineering Department,

University of Patras” financed as to its net value by the European Union.



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ARTICLE 2. Price

The Contractual Price of the Work amounts to ………………….. EURO (€ ……….) plus

VAT of ……………………. EURO (€ …….).

ARTICLE 3. Conclusion of the Contract

The Contract is signed based on the terms of the Notice no. 2/2010 for the declaration by the Research Committee of the University of Patras:

1. The Contractor is called to sign the contract within ten (10) days as of the delivery of the invitation. After the lapse of the deadline of ten (10) days and if the Contractor has failed to sign the contract he shall be declared in default and the participation guarantee shall forfeit in favour of the Contracting Authority without further action.

2. The Contractor to whom the tender has been awarded is obliged the latest until the conclusion of the agreement to deposit a Letter of Guarantee for Good Performance covering in euro 10% of the total price of the project that was awarded to him, excluding VAT.

3. The guarantees for good performance are issued by credit institutions or other legal entities that are legally operating in member – states of the European Union and have such right according to the legislation of the member-states.


5. Release from the guarantee of good performance of the project is provided upon return of the letter to the supplier. The letter of Guarantee for Good Performance of the Project is returned to the Contractor upon expiration of the agreement and delivery of the project.

6. No other agreement as to the content of the contract whether already existing and not mentioned therein shall remain in force.

7. The contract can be amended upon written agreement of the contracting parties only, excluding any other means of proof, without affecting the execution of the project as specified in the declaration.

ARTICLE 4. Payment

Payment of the contractor shall be performed according to cash flow from the financing institution and the cash balance of the research project, and according to the procedure below:

c. issuance of an interest-bearing advance up to 50% of the contractual value of the project without VAT, after conclusion of the contract, which will be accompanied by a Guarantee Letter of Advance Payment of the same amount, drafted according to the relevant sample. Such advance payment will be interest-bearing according to Law 2362.95 “On the public accounting control of the expenses of the State and other provisions”. Upon payment, an interest on the advance payment will be detained for a time period calculated from the date of receipt until the date of final acceptance of the Project. The interest shall be calculated taking into account the interest rate of State Treasury Bonds of 12 months duration, in force on the date the advance payment is received, increased



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by 0.25 percentage points.

d. the remaining amount after the final qualitative and quantitative acceptance of the complete Project.

Payment is made upon submission of those references foreseen by the provisions in force and any other reference that may be requested by the competent Services that perform the control and the payment (Presidential Decree no. 118.07, art. 35). For procurement originating from abroad, payment of the value of materials to the supplier shall be performed through the Bank of Greece through bank transfer according to the Presidential Decree no. 118.07, art. 35(5).

In case any problems or omissions are identified following the delivery of the equipment or later on, the supplier must immediately replace the faulty parts of the equipment, exactly as requested by the Contracting Authority.

ARTICLE 5. Duration of the project

The term of the project implementation is scheduled to the maximum number of one hundred and ninety (190) calendar days as of the signature of the procurement contract.

ARTICLE 6. Acceptance – Final acceptance

1. The acceptance of the project will be performed in a single stage provided that the Project Monitoring and Acceptance Committee (PMAC) will have received a Certificate of Compliance with the Technical Specifications of the equipment from an international bureau assigned by the Committee: More specifically:

■ Before on-site delivery of the equipment: The PMAC shall assign an independent inspector (specialised international inspection bureau) that will be called to certify the compliance of the procured equipment with the technical specifications included in this notice. For this purpose, the representatives of the independent inspection bureau shall travel to the premises of the furnace manufacturer (whether he is also the supplier or the subcontractor) and shall attend a test run-up (the furnace will already have been assembled in the manufacturer’s facilities). The name and the contact information of the independent inspection bureau shall be announced to the supplier within thirty (30) days following conclusion of the contract at the latest. The contract to be signed between the Contracting Authority and the independent bureau shall allow for the maximum necessary period between the invitation to the inspection process and the day of the test run-up to be less than five (5) working days. The responsibility for timely invitation of the independent inspection bureau shall burden the supplier. In the same contract, the independent inspection bureau shall commit to send to the PMAC within three (3) working days as of the date of the inspection a relevant technical report. If the results of the inspection are positive, the independent inspection bureau shall issue and send along with the technical report a “Furnace Compliance Certificate to the Technical Characteristics included in declaration no. 2/2010 of the Research Committee / University of Patras” and the supplier shall receive an order by the PMAC within two (2) working days as of delivery of the Certificate, to proceed with the delivery of the equipment. If, according to the technical report of the independent inspection bureau, no compliance is identified between the furnace characteristics and the technical specifications of this declaration, then:

� The cost of the inspection (including the travel expenses for the representatives of the independent authority to the premises of the manufacturer) shall be



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covered by the supplier.

� The supplier shall be called in writing by the PMAC within two (2) working days as of communication to the latter of the results of the inspection to proceed to all necessary actions in order to achieve compliance of the furnace to be procured with the technical specifications of this notice, according to the observations of the independent inspection bureau.

� The supplier, within seven (7) working days must also submit an invitation to the inspection bureau for the second and last inspection, of which the procedure from the point of the independent inspection bureau will be in compliance with the time limits specified above. If (according to the technical report of the independent inspection bureau) no compliance is identified between the furnace characteristics and the technical specifications of this declaration, then the supplier shall be declared in default.

The procedure of the inspection performed by the independent auditing authority (inspection bureau) shall be governed by those stipulated in article 31 of the Presidential Decree no.118/2007.

■ After on-site delivery of the equipment: The Acceptance of the equipment by the PMAC shall include a quantity and quality check of the delivered material and the issue of the relevant Record, while it must be completed within fifteen (15) days as of the date of delivery of the equipment at the premises of the Civil Engineering Department of the University of Patras. In case of damage of part of the equipment during transport, the supplier is obliged to replace the damaged parts.

2. The supplier is obliged to guarantee for proper operation of the procured item for a period of at least 12 months as of the delivery of the equipment.

3. The supplier bears the risk until final delivery of the equipment.

ARTICLE 7. System hand-over

1. The equipment is insured during transfer against all risks on the responsibility and the expenses of the supplier.

2. The delivery of the equipment shall take place CIF in the facilities of the Civil Engineering Department, University of Patras, Rio University Campus, PATRAS.

ARTICLE 8. Penal clauses-Forfeiture

In case of lapse of the agreed delivery date of the equipment and if the equipment is not delivered according to the contractual terms, the supplier is obliged to pay the penal clause that is set at 1% to 10% on the contract price of the equipment or the services that are delayed depending on the time of delay (article 32 of the Presidential Decree no. 118/2007).

After the lapse of a time period of one month as of the agreed date of delivery of the equipment and if the equipment is not delivered, the supplier shall be declared in default.

The provisions of article 34 of the Presidential Decree no. 118/2007 shall apply as to the procedure and the consequences of the forfeiture.

Penal clauses are not imposed and the supplier is not declared in default in case the supplier proves that the delay is due to force majeure or to the fault of the contracting entity.

Moreover, the supplier is declared in default in case he fails to meet or in case he partly meets his contractual obligations or in case he violates any term of the contract.



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ARTICLE 9. Applicable legislation – Arbitration

1. In case of dispute, this shall be settled before the Greek Courts and more specifically

before the Court of Patras. Applicable law is the Law of Greece.

2. However, it is still possible in some cases and if both parties agree, to take recourse to

arbitration instead of the Courts, upon relevant provision in this contract and according to

the Greek Legislation and those agreed between the parties. If such agreement is not

reached, the Greek Courts are responsible for the settlement of the dispute as specified in

the abovementioned Paragraph.

The terms of the offer of the Contractor dated ..... form an integral part of this contract. The

same applies for the Notice no. 2/2010 by the Research Committee of the University of

Patras.

This contract was prepared in two copies and after it was read out and verified by both the

contracting parties, it was signed in two legal, equal original copies and each party received

one.

Patras…./…./2010

THE CONTRACTING PARTIES

This document in English is for information. Only the original text of the call for tender in Greek (http://ted.europa.eu/udl?uri=TED:NOTICE:26746-2010:TEXT:EL:HTML) is

legally binding.

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ANNEX II - Technical Offer Analysis Table Tenderer : Product :

S/N Product Manufacturer Manufacturer’s

coding Quantity Reference

(place of issuance of this table), Date

On behalf of the tenderer (Name-Signature)


legally binding.

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ANNEX III - Financial Offer Analysis Table Tenderer : Product :

S/N Product Manufacturer Manufacturer’s

coding Unit Cost Quantity Cost

Total Cost:

VAT: Total:

(place of issuance of this table), Date



legally binding.

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CHAPTER E. TABLE OF CONFORMITY The coding written in the first column of the table below correspond (one-to-one) to the coding of the individual parts of the equipment, as this is described in detail in the technical specifications of

the contest.

TABLE OF CONFORMITY OOnnee VVeerrttiiccaall LLaabboorraattoorryy FFuurrnnaaccee ooff IInntteerrnnaall DDiimmeennssiioonnss 33 mm ((wwiiddtthh)) bbyy 33 mm ((hheeiigghhtt)) bbyy 11..22 mm ((ddeepptthh)) ffoorr

tthhee EExxeeccuuttiioonn ooff FFiirree RReessiissttaannccee TTeessttss

OBLIGATION REPLY (YES/NO/EXCESS) REFERENCE

Α. TECHNICAL CHARACTERISTICS OF EQUIPMENT Α.1 Α.2 Α.3 Β.1 Β.2 Β.3 Β.4 Β.5 Β.6 B.7 Γ.1 Γ.(Ι)1 Γ.(Ι)2 Γ.(Ι)3 Γ.(ΙΙ)1 Γ.(ΙΙ)2 Γ.(ΙΙ)3 Γ.(II)4 Γ.(II)5 Γ.(ΙΙΙ)1 Γ.(ΙΙΙ)2 Γ.(ΙΙΙ)3 Γ.(ΙΙΙ)4 Γ.(ΙΙΙ)5 ∆.1 ∆.2 Ε.1 Ε.2


legally binding.

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Ε.3i Ε.3ii Ε.3iii Ε.3iv Ε.3v Ε.3vi Ε.3vii Ε.3viii Ε.3ix Ε.3x Ε.3xi Ε.3xii Ε.3xiii Ε.3xiv Ε.3xv Ε.3xvi Ε.3xvii Ε.3xviii E.4 E.5 E.6 Z.(I)1 Z.(I)2 Z.(I)3 Z.(II)1 Z.(II)2 Z.(III) Z.(IV) Z.(V) Z.(VI) H.1 H.2 H.3 H.4 Θ.1 Θ.2 Θ.3 Θ.4 Ι.1


legally binding.

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Ι.2 Ι.3 Ι.4 Ι.5 Ι.6 Ι.7 Ι.8 Ι.9 Κ.1 Κ.2 Λ.(Ι)1 Λ.(Ι)2 Λ.(Ι)3 Λ.(Ι)4 Λ.(Ι)5 Λ.(Ι)6 Λ.(ΙΙ)1 Λ.(ΙΙ)2 Λ.(ΙΙ)3 Λ.(ΙΙ)4 Λ.(ΙΙ)5 Λ.(ΙΙ)6 Λ.(ΙΙ)7 Λ.(ΙΙ)8 Λ.(ΙΙ)9 Λ.(ΙΙ)10 Λ.(ΙΙ)11 Λ.(ΙΙ)12 Λ.(ΙΙΙ)1 Λ.(ΙΙΙ)2 Λ.(ΙΙΙ)3 Λ.(ΙΙΙ)4 Λ.(ΙΙΙ)5 Λ.(ΙΙΙ)6 Λ.(ΙΙΙ)7 Λ.(ΙΙΙ)8 Λ.(ΙV) Λ.(V)1 Λ.(V)2


legally binding.

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Λ.(V)3 Λ.(V)4 Λ.(V)5 Λ.(V)6 Λ.(V)7 Λ.(V)8 Λ.(V)9 Λ.(V)10 Λ.(V)11

Β. SUPPORT

Β1. Warrantees, technical support Warrantee of good operation for a period of time of 1 year (or more), after the delivery of the equipment. Warrantee of technical support for the software of the system for a period of time of 3 years (or more), after the delivery of the equipment.

Β2. Supplier’s competence Supplier’s competence for: The installation of the equipment within 3 years after its purchase. The training regarding the operation of the equipment within 3 years after its purchase. The technical support, maintenance and the supply of spare parts for a decade after the purchase of the equipment.




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