Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
Invitation to tender for purchasing of
Oceanographic Salinity and Temperature Sensors
Page 1 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
Contents 1
INVITATION................................................................................... 4
2
ABOUT SMHI ................................................................................ 4
3
PURPOSE OF PROCUREMENT .................................................. 4
4
ADMINISTRATIVE REGULATIONS .............................................. 5
4.1
Type of procurement ........................................................................... 5
4.2
Time schedule for this procurement .................................................. 5
4.3
Last day for questions ......................................................................... 5
4.4
Questions about the Procurement ..................................................... 5
4.5
Tender documents ............................................................................... 5
4.6
The tender ............................................................................................ 6
4.7
Requirement document ....................................................................... 6
4.8
Training course .................................................................................... 7
4.9
Place for delivery ................................................................................. 7
4.10
Contact data ......................................................................................... 7
5
COMMERCIAL CONDITIONS ....................................................... 7
5.1
Definitions ............................................................................................ 7
5.2
Framework Agreement ........................................................................ 8
5.3
IT-Maintenance Agreement ................................................................. 9
5.4
Pricing ................................................................................................ 10
5.5
Currency ............................................................................................. 10
5.6
Guarantee ........................................................................................... 10
5.7
Regulations for delivery .................................................................... 10
5.8
Delivery clause ................................................................................... 10
5.9
Payment .............................................................................................. 11
Page 2 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
6. REQUIREMENTS SPECIFICATION .................................................... 11 7. STRUCTURE OF THE TENDER.......................................................... 11 8. TREATMENT OF TENDERS ............................................................... 12 9. EVALUATION OF TENDERS .............................................................. 12 9.1 Step I........................................................................................................... 12 9.2 Step II.......................................................................................................... 12 9.3 Step III......................................................................................................... 12
10.
APPENDIX .................................................................................. 13
Page 3 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
1 Invitation The Swedish Meteorological and Hydrological Institute (SMHI) invite tenders for the procurement of Oceanographic Salinity and Temperature Sensors for our ocean buoys. A Framework Agreement, as well as a Maintenance Agreement, both will be formed and valid for 3 years with an option of one (1) extra year.
2 About SMHI SMHI, the Swedish Meteorological and Hydrological Institute, is a government agency under the Ministry of the Environment. SMHI offers products and services that provide various kinds of enterprises and organisations with an important foundation for decision-making. General forecasts and weather warnings, industry-specific services, simulations and analysis, statistics, climate studies and contracted research are some examples. SMHIs mission is to manage and develop information on weather, water and climate that provides knowledge and advanced decision-making data for public services, the private sector and the general public. SMHI aims to contribute to increased social benefit, safety and sustainable society. Meteorological, hydrological and oceanographic observations are vital for SMHIs services. For more information about SMHI see: http://www.smhi.se
3 Purpose of procurement The purpose of this procurement is to purchase sensors for salinity and temperature for upcoming three (3) years with option of one (1) extra year, a Maintenance Agreement will also be issued. The Framework Agreement shall cover all requirements for the salinity and temperature sensors on existing ODAS buoys. The Framework Agreement is founded on General Terms of Conditions Agreement 90 version 2008, hereon after called “GTC Agreement 90” with adjustments (5.2). The estimated value regarding the Framework Agreement are 40 000-50 000 Euros per year, distributed on approximately 10 units spread over one (1) year. Unfortunately SMHI are unable to guarantee any volumes. Page 4 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
A Maintenance Agreement shall apply for existing as well as future sensors. The Agreement is based on General Terms and Conditions IT Maintenance version 2008, her on after called “GTC IT Maintenance” with adjustments (5.3). The estimated value regarding the Maintenance Agreement is 15 000 - 20 000 Euros per year.
4 Administrative regulations 4.1
Type of procurement
The procurement shall be carried out in accordance to the regulations given for open procedure purchase in the Swedish Public Procurement Act (2007:1091). This means that the tender may be accepted without any negotiation.
4.2
Time schedule for this procurement
2012-03-19 2012-05-15 2012-05-16 2012-05-17 -- 05-23 2012-05-24 2012-06-05
4.3
SMHI is publishing Latest day for arrivals of tenders to SMHI Opening of tenders Tenders put on a par, evaluation SMHI informs regarding selected partner for contract Signing of contract
Last day for questions
The last day for questions is: 2012-05-04.
4.4
Questions about the Procurement
Questions about the procurement shall be sent via mail to:
[email protected]. The mail should be marked in the subject row with “Tender for Salinity and temperature sensors and service”. All questions and answers will be published on the website http://www.smhi.se/en/about-smhi/Procurement/procurement-1.8363
4.5
Tender documents
Tender documents can be down-loaded from the website: http://www.smhi.se/en/about-smhi/Procurement/procurement-1.8363
Page 5 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
The tender documents consist of: Invitation to tender (this document) Technical Requirement (appendix A) Procurement Requirement (appendix B) Evaluation Criteria (appendix C) GTC Agreement 90 version 2008 GTC IT Maintenance version 2008 Incoterms 2010
4.6
The tender
The tender shall: Reach SMHI no later than 2012-05-15 Be valid and binding up to (and including) 2012-08-31 Consist of the original documents and one copy, which shall be sent by post or courier (telex, e-mail or facsimile transmission are not valid). The copy may be on a digital media. Be written in English or Swedish Be properly signed by an authorized person at the tenderer. Be complete - incomplete tenders will not be handled. Be marked with the text "Tender for Salinity and temperature sensors and service. 2012/361/2.3” Be addressed to: SMHI, SE-601 76 Norrkoping, Sweden If the tender is sent by a courier the visiting address is: SMHI, Folkborgsvagen 1, Norrkoping, Sweden. Opening hours is normal weekdays 08:00 – 16:00.
4.7
Requirement document
The tenderer shall fill in the requirement document answering forms, appendix A, B and C and attach it to the tender.
Page 6 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
4.8
Training course
A training course shall be included in the Agreement containing knowledge on how to use and install the sensors as well as maintenance issues on hardware and software. Overall manuals shall be included on all Products govern by the Framework Agreement and the IT-Maintenance Agreement.
4.9
Place for delivery The place of delivery is: SMHI Folkborgsvagen 1 Norrkoping Sweden
4.10
Contact data
Your contact person at SMHI handling this procurement is Mr. Pierre Brönner. His contact date is: E-mail:
[email protected] Phone number: +46 11 4958433
5 Commercial conditions 5.1
Definitions
Product
“Product” means a product and any associated services made subject to the Framework Agreement or Maintenance Agreement”.
Agreement
“Agreement” is either GTC Agreement 90 and/or GTC IT Maintenance with adjustments specified in this Invitation to Tender”.
Framework Agreement
Framework Agreement are for calling of Purchase
Orders founded on GTC Agreement 90 with adjustments. GTC Agreement 90
General Terms and Conditions, version 2008”.
Page 7 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
Maintenance Agreement
For maintenance and Spare Parts founded on GTC IT Maintenance with adjustments
GTC IT Maintenance
General Terms and Conditions, version 2008”.
Acceptances Test
“The Contractor shall have an Acceptance Test on site clarifying performance which proves that the Product is capable of fulfilling the required specifications”.
Day of delivery:
“A clarified acceptance test that ends with full acceptance test is defined as a delivered Product. If the Product fails the Contractor has to report status to the Tenderer within 3 days. Tenderer will take immediate actions”.
Tenderer
“Tenderer” means the seller of the Products and services”.
Contractor
“Contractor” means the Buyer of the Products and services”.
5.2
Framework Agreement
The Framework Agreement is founded on GTC Agreement 90 and shall be valid for three (3) years with an option of one (1) extra year. The estimated volumes are ten (10) sensors per year to be delivered to the address of SMHI. Regulations for delivery shall be in accordance with GTC Agreement 90 but with adjustments the following website: http://www.itotelekomforetagen.se/standardavtal The adjustments are as follows: Delay in delivery
Paragraph 5 has been replaced by the following: “If delay in delivery has been caused be the Contractor or some circumstance attributable thereto, the Contractor shall not be liable for such events”
Liability for faults
Paragraph 12 has been replaced by the following: “The Tenderer shall be liable for all faults during valid guarantee.”
Guarantee
Paragraph 12.7 has been replaced with the following: Section 5.6 shall govern within this document Page 8 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
Liquidated damages
Paragraph 5.3 has been replaced by the following: “Liquidated damages shall be payable in the amount of one (1) per cent of the whole Contract Sum per commenced week of delay, however not exceeding a total of ten (10) per cent of the whole Contract Sum.”
Cost regarding safety issues Paragraph 13.1 in Agreement 90 is not valid.
Maintenance
Paragraph 11 has been replaced by the following: GTC IT Maintenance with adjustments in section 5.3 shall govern.
Principles of business ethics Paragraph 16.1 in Agreement 90 is not valid.
5.3
IT-Maintenance Agreement
The IT-Maintenance Agreement is founded on GTC IT-Maintenance shall be valid for three (3) years with an option of one (1) extra year. The Tenderer shall remain compliant with current system, software or architecture for a remaining time of ten (10) years. The chosen Tenderer shall also undertake supply of Spare parts/Replacement Parts during a period of ten (10) years. The estimated value regarding the Maintenance Agreement is 15 000 - 20 000 Euros per year. Tenderer shall bid a published Maintenance- and Spare Part price list with fifteen (15) per cent discount in regards to relevant Sensors, according to terms in GTC IT-Maintenance Agreement with adjustments. All prices shall be valid for one (1) year with a price reduction of three (3) per cent per year. Regulations for delivery shall be in accordance with GTC IT Maintenance but with exceptions (5.3) the document can be down-loaded and accessed at fair price from the following website: http://www.itotelekomforetagen.se/standardavtal The adjustments are as follows: Exceptions to obligations: Paragraph 3.2 has been eliminated Fees
Paragraph 8.1 has been replaced by the following: “A price list shall be confirmed by both parties. Prices will be firm and fixed, valid for one year with a price reduction of three (3) per cent per year.
Page 9 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
Travel expenses
Paragraph 8.2 has been replaced by the following:” If travel expenses shall occur this will be included within the Agreement and pricing of its Products.”
Normal working hours
Paragraph 8.3 has been eliminated
Other remuneration:
Paragraph 8.4 has been eliminated:
Principles of business data: Paragraph 16.1 has been eliminated:
5.4
Pricing
All prices shall be inclusive of all taxes, fees or other charges and shall include all costs associated with suitable packaging and preparation for shipment. The tenderer shall state bracket pricing for the sensor (appendix C). The pricing for the Products, Spare Parts and other maintenances issues shall be firmed and fixed as well as confirmed by both parties. All prices shall be valid for one (1) year with a price reduction of three (3) per cent per year.
5.5
Currency
All costs shall be quoted in US dollars exclusive VAT.
5.6
Guarantee
The Tenderer shall remedy any defect on the Product resulting from faulty design, material or workmanship or any nonconformity of the Product to any agreed specification during a guarantee period of twelve months starting from the point of when the unit has been installed and is in operation.
5.7
Regulations for delivery
GTC Agreement 90 with acceptations mentioned on section 5.2 shall govern.
5.8
Delivery clause
Delivery shall take place on the dates agreed. The terms of delivery shall be Delivered Duty Paid (DDP) Contractor´s place in according to INCOTERMS 2010.
Page 10 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
Title and risk to the Products shall be passed to Tenderer up on delivery at its site. The document can be down-loaded and accessed at fair price from the following website http://www.iccwbo.org/incoterms/
5.9
Payment
The invoice shall contain the details that the Purchaser needs to be able to identify the goods supplied and also the details that are otherwise required according to law. Details will be supplied when contract is signed. The Tenderer will be able to demand payment within 30 days when a verified Acceptance Test has been successfully and completed, according to section 5.1.
6. Requirements specification The Technical and Purchasing Requirements are given in appendix A and B and shall be filled out and attached to the tender.
7. Structure of the tender The tenderer shall clearly state who is submitting the tender, i.e. among other things including name of company, registered address and VAT-number. The tenderer shall state the price for the sensors and a published price list for maintenance issues separately (Spare Parts etc). To be able to judge the tenderer’s capability to meet the requirements, the instructions given in this document shall be followed. The tenderer shall comment on all requirements given in this document. The requirements are either shall (mandatory) or should (optional). The mandatory requirements must be fulfilled in order that a delivery can be considered. The Tender and comments to the requirements shall be given in the Appendix A, B and C. Information given by the tenderer due to request by SMHI will also be used to compare and evaluate presented tenders. Page 11 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
8. Treatment of tenders By open procedure, as the method for this procurement, SMHI is liable for performing checks before a tender is accepted. The tenderer shall be: Registered in a limited company, commerce or society directory Registered for audited accounts and payment of taxes and value-added taxes Free from debts from Swedish taxes or social fees (valid for Swedish companies only) Only tenderer who are registered shall be approved, under the assumption that the tenderer is liable for registering.
9. Evaluation of tenders Tenders will be evaluated in three steps:
9.1 Step I SMHI checks that the Tenderer is registered and free from debts. (See section 8 above)
9.2 Step II SMHI checks that the Tenderer has the capability to meet the requirements. (See appendix A and B)
9.3 Step III Evaluation of the tender. (Appendix C) If the Tenderer has fulfilled all requirement in regards to Step I and II the Tenderer with lowest price is winning the contract. It is exposed in appendix C, two (2) optional requirements. The evaluation can generate a price reduction of five (5) per cent for each option that has been fulfilled. To gain full price reduction of ten (10) per cent, both requirements shall to be met.
Page 12 OF 13
Invitation to tender Approved
Issued by:
Document name:
Pierre Brönner
Invitation to tender
Amendment date:
Approved by:
SMHI Registration nr:
2012-03-14
Per Olsson
2012/361/2.3
Five (5) per cent price reduction regarding location of service center: A service center shall be seated in Europe to be able to carry out maintenance and supplying Spare Parts for relevant Sensor. Thirty (30%) per cent price reduction is permitted for no use of non toxic antifouling in sensors. No use of recognized Toxic Marine Environment Substances for antifouling in related sensors shall generate a price reduction of thirty (30) per cent price reduction.
10. Appendix Appendix A Appendix B Appendix C
Technical Requirement (answering form) Procurement Requirement (answering form) Evaluation Form (answering form)
Page 13 OF 13
