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INVITATION TO TENDER PROCEDURE
IT–4103/EN/LHCb Design, Supply, Installation and Commissioning of an HVAC system, a
Smoke Extraction system and a Compressed Air Distribution
B. Jenssen 09.07.2015
Key dates Invitation to Tender issued: 01.07.2015
Compulsory bidders’ conference: 09.07.2015
Bids to be returned to CERN by
26 Aug 2015 – 4:00 pm (uploaded)
Contract negotiation and notification in Aug 2015
Start of the contract: Aug 2015
Delivery of documentation as in Technical Specification § 3.6.1, § 3.6.2 and § 3.6.3
5 October 2015
Successful factory test Technical Specification § 4.4.1 30 November 2015
Start of installation 16 December 2015
End of commissioning 15 May 2016
Final acceptance 29 May 2016
B. Jenssen 09.07.2015
IT documents
Tender form with Annex I “Cost-Break-down;
Technical specification + annexes
“Selection and Adjudication criteria for Supply Contract” dated May 2015
Working on the CERN site
General Conditions for Invitations to Tender CERN/FC/5312-I/Rev.
General Conditions of CERN Contracts CERN/FC/5312-II/Rev.
B. Jenssen 09.07.2015
Clarification Process
Requests for clarification should be
received earlier than 16 Aug 2015
All questions shall be addressed in writing to
Please put: cc:
B. Jenssen 09.07.2015
Clarification Process
CERN’s response will be sent to all bidders,
including the request for clarification but
without identifying its source
Bidders shall acknowledge receipt of the
Cover letter with bid shall acknowledge each
individual CERN clarification correspondence
received
B. Jenssen 09.07.2015
Selection and Adjudication CriteriaAdjudication basis:
The contract shall be awarded on a
« lowest compliant* » basis
to the bidder whose bid complies with the technical, financial and
delivery requirements and is the lowest**
*Note• On a FCA basis, if the ratio of DAP price of the lowest FCA bid to the lowest DAP bid doesn’t exceed 1.10; • On a DAP basis, if the above-mentioned ratio exceeds 1.10.
** Subject to the rules aiming at achieving well balanced industrial return coefficient
for Member States (MS)PB= Poorly Balanced
WB= Well Balanced
B. Jenssen 09.07.2015
Selection and Adjudication CriteriaSelection and adjudication criteria – Concept
Improve the distribution of our purchases among CERN MS
• The country of origin is the country where the supplies (including their components and sub-assemblies) are manufactured or undergo the last major transformation by the contractor or his sub-contractor(s).
• Industrial return coefficient: The ratio between that Member State's percentage share of all purchases of supplies (excluding purchases funded by non-Member States) during the preceding four calendar years and that State's percentage contribution to the budget over the same period.
• Well balanced Member states: BU - CH – FR – HU – IT - PT
• The tender shall be treated as that from a poorly balanced PB MS provided that the value of supplies originating in one or more PB MS is not less than 60 % of the total amount of the contract.
B. Jenssen 09.07.2015
Basis of award
The alignment rules
• 1- Lowest bidder from PB MS Contract awarded• 2- Lowest bidder from well balanced (WB) MS
(If bid from PB MS is within a difference of < 20% negotiations)
• 1st bidder from PB MS aligns awarded the Contract• If not - 2nd bidder from PB (within 20%) aligns awarded
Contract• If not – Contract awarded to lowest bidder
B. Jenssen 09.07.2015
Price Basis
• All prices shall be quoted in CHF or EUR or the preferred currency of the bidder (if you wish to be paid in this currency), free of taxes, not subject to revision
• Any quantities indicated in the Annex I to the Tender form “Cost break down” are only indicative. Any volume change will not change the price of the contract, which is a lump sum contract.
• Report the prices form Annex I “Cost break-down” into the tender form. • Validity of the bid: 6 months from the closing date.
B. Jenssen 09.07.2015
OPTION (ref. Tender form § 2)
• CERN reserves the right not to order the Air Barrier (ref. Technical Specification §3.5.7). In that case the amount quoted for the Air Barrier will be deducted from total price. The contractor will be notified at the same time as the contract award and it shall have not effect on the other prices quoted.
B. Jenssen 09.07.2015
ALTERNATIVE PROPOSALS (§ 14 General Conditions for Invitations to Tender by CERN)
• There is no obligation, but we encourage bidders to submit with the bid any alternative solutions in addition to the conforming bid
B. Jenssen 09.07.2015
VAT
Prices shall take into account CERN’s exoneration from VAT and import duties
VAT shall be subject to the rules and invoicing instructions as defined under the following link:
http://cern.ch/doc/vat.html OR http://cern.ch/doc/tva.html
B. Jenssen 09.07.2015
PAYMENT CONDITIONS (ref. Tender form § 4)
2Rating of BBB+ at least and contractor to give written proof of such.
B. Jenssen 09.07.2015
Penalties I of II (Tender form § 7)
B. Jenssen 09.07.2015
Penalties II of II (Tender form § 7)
B. Jenssen 09.07.2015
Return Date
Bids shall be RECEIVED by CERN (uploaded):
26 Aug 2015 - 4 P.M
at the latest
B. Jenssen 09.07.2015
Contact for Information
Bjorn Jenssen
Tel: +41 22 767 44 05
Fax: +41 22 766 80 89
E-mail: [email protected]
Always put in cc:
B. Jenssen 09.07.2015
B. Jenssen 09.07.2015
