Gattard House, National Road,
Blata l-Bajda HMR 9010
Telephone: (356) 2590 3850
Fax: (356) 2590 3851
Email:
Website: /
Tender Reference: / DT-NCPE/08/2014
SERVICES TENDER for the provision of venues, Refreshments Coming at least Partially from Organic sources anD accomModation for ESF4.220 ‘Developing a Culture of rights through capacitybuilding’
This Tender is free of charge
Closing Date: / Monday, 23rd June2014 / at 10:00am CET
Date Published: / Friday, 30th May2014
/ Operational Programme II – Cohesion Policy 2007-2013
Empowering People for More Jobs and a Better Quality of Life
Project part-financed by the European Union
European Social Fund
Co-financing rate: 85% EU funds; 15% National Funds
Investing in Your Future /
IMPORTANT:
- No Bid Bond is requested for this tender
TENDER FOR THE PROVISION OF VENUES, REFRESHMENTS COMING AT LEAST PARTIALLY FROM ORGANIC SOURCES AND ACCOMMODATION FOR ESF4.220 ‘DEVELOPING A CULTURE OF RIGHTS THROUGH CAPCITY BUILDING’
Table of Contents
Table of Contents
VOLUME 1 SECTION 2 – TENDER FORM
VOLUME 1 SECTION 3 - TENDERER’S STATEMENTS
Form 1 - Power of Attorney
2.1 - Data on Joint Venture/Consortium (Where applicable)
2.2 - Sub-Contracting (Where applicable / If Known)
3. List of Documents
VOLUME 3 SECTION 2 – ACTIVITY COMPLIANCE FORM
VOLUME 4 - FINANCIAL BID
VOLUME 5 – OTHER DOCUMENTS
List of documents attached (if any)
~~~~~~~~~~~~~~~
VOLUME 1 SECTION 2 – TENDER FORM
(A separate, distinct Tender Form must be submitted for EACH OPTION – if applicable - submitted)
Tender reference: DT-NCPE/08/2014
Name of Tender:Tender for the provision of Venues, RefreshmentsComing at Least Partially from Organic Resources and Accommodationfor ESF4.220‘Developing a Culture of Rights through CapacityBuilding’
A. TENDER SUBMITTED BY: / (This will be included in the Summary of Tenders Received)In case of a Joint Venture/Consortium:
Name(s) of Leader/Partner(s) / Nationality / Proportion of Responsibilities2
Leader 1
Partner 1
Etc …
1. Add/delete additional lines for partners as appropriate. Note that a sub-contractor is not considered to be a partner for the purposes of this tender procedure. If this tender is being submitted by an individual tenderer, the name of the tenderer should be entered as 'leader' (and all other lines should be deleted)
2. Proposed proportion of responsibilities between partners (in %) with indication of the type of the works to be performed by each partner (the company acting as the lead partner in a joint venture/consortium, they must have the ability to carry out at least 50% of the contract works by its own means. If a company is another partner in a joint venture/consortium (i.e. not the lead partner) it must have the ability to carry out at least 10% of the contract works by its own means).
Service intended to be sub-contracted / Name and details of sub-contractors / Value of sub-contracting as percentage of the total cost 31
2
(.)
3. The maximum amount of sub-contracting must not exceed [30%]of the total contract value. The main contractor must have the ability to carry out at least [70%]of the contract works by his/her own means.
BCONTACT PERSON (for this tender)
Name / SurnameTelephone / (____) ______/ Fax / (____) ______
Address / ......
......
......
CTENDERER'S DECLARATION(S)
To be completed and signed by the tenderer (including each partner in a consortium).
In response to your letter of invitation to tender for the above contract, we, the undersigned, hereby declare that:
1We have examined, and accept in full and in its entirety, the content of this tender document (including subsequent Clarifications Notes issued by the Contracting Authority) for invitation to tender No. DT-NCPE/08/2014. We hereby accept the contents thereto in their entirety, without reservation or restriction. We also understand that any disagreement, contradiction, alteration or deviation shall lead to our tender offer not being considered any further.
2We offer to provide, in accordance with the terms of the tender document and the conditions and time limits laid down, without reserve or restriction, the following services:
Provision of Venues, Refreshments Coming at Least Partially from Organic Sources and Accommodation for ESF4.220 ‘Developing a Culture of Rights through CapacityBuilding’
3The total price [1]of our tender (inclusive of duties, VAT, other taxes and any discounts) is:
Activities 1 to 16:[€………………………………………………………….……]
4This tender is valid for a period of 150days from the final date for submission of tenders.
5We are making this application in our own right and [as partner in the consortium led by < name of the leader / ourselves >] for this tender. We confirm that we are not tendering for the same contract in any other form. [We confirm, as a partner in the consortium, that all partners are jointly and severally liable by law for the performance of the contract, that the lead partner is authorised to bind, and receive instructions for and on behalf of, each member, and that all partners in the joint venture/consortium are bound to remain in the joint venture/consortium for the entire period of the contract's performance]. We are fully aware that, in the case of a consortium, the composition of the consortium cannot be modified in the course of the tender procedure.
6We are not bankrupt or under an administration appointed by the Court, or under proceedings leading to a declaration of bankruptcy. We also declare that we have not been convicted criminally, or found guilty of professional misconduct. Furthermore, we are up-to-date in the payment of social security contributions and other taxes.
7We accept that we shall be excluded from participation in the award of this tender if compliance certificates in respect of declarations made under Clause 6 of this declaration are not submitted by the indicated dates.
8We agree to abide by the ethics clauses of the instructions to tenderers and, in particular, have no potential conflict of interests or any relation with other candidates or other parties in the tender procedure at the time of the submission of this application. We have no interest of any nature whatsoever in any other tender in this procedure. We recognise that our tender may be excluded if we propose key experts who have been involved in preparing this project or engage such personnel as advisers in the preparation of our tender.
9We will inform the Contracting Authority immediately if there is any change in the above circumstances at any stage during the implementation of the contract. We also fully recognise and accept that any false, inaccurate or incomplete information deliberately provided in this application may result in our exclusion from this and other contracts funded by the Government of Malta and the European Communities.
10Our tender submission has been made in conformity with the Instructions to Tenderers, and in this respect we confirm having included in the appropriate packages as required, the following documentation:
(a) / General Information (Note 1)- Statement on Conditions of Employment(Volume 1, Section 3)
- Power of Attorney (Volume 1, Section 3)
- Data on Joint Venture/Consortium (Volume 1, Section 3)
- Sub-Contracting (Volume 1, Section 3)
(b) / Technical Capacity (Note 2)
● Company Profile (Volume 1, Section 1, clause 6.1.2)
(c) / Evaluation Criteria/Technical Specifications (Note 2)
● List of Documents(Volume 1, Section 3)
● Activity Compliance Form (Volume 3, Section 2)
(d) / Tender Form, and Financial Offer (Note 2)
Notes:
- Tenderers will be requested to clarify/rectify any incorrect and/or incomplete documentation, and/or submit any missing documents within two working days from notification.
- No rectification shall be allowed. Only clarifications on the submitted information may be requested.
11I acknowledge that the Contracting Authority shall request rectifications in respect of incomplete/non-submitted information pertinent to the documentation listed in Clause 10(a) of this Tender Form. We understand that such rectification/s must be submitted within two (2) working days, and will be subject to a non-refundable administrative penalty of €50, and that failure to comply shall result in our offer not being considered any further.
12We note that the Contracting Authority is not bound to proceed with this invitation to tender and that it reserves the right to cancel or award only part of the contract. It will incur no liability towards us should it do so.
Name and Surname:______
I.D. / Passport Number:______
Signature of tenderer: ______
Duly authorised to sign this
tender on behalf of:______
Company/Lead Partner VAT No:______
(if applicable)
VAT status: ______
Stamp of the firm/company:______
Place and date: ______
VOLUME 1 SECTION 3 - TENDERER’S STATEMENTS
1-Statement on Conditions of Employment
- It is hereby declared that all employees engaged on this contract shall enjoy working conditions including wages, salaries, vacation and sick leave, maternity and parental leave as provided for in the relative Employment Legislation. Furthermore, we shall comply with Chapter 424 of the Laws of Malta (Occupational Health and Safety Authority Act) as well as any other national legislation, regulations, standards and/or codes of practice or any amendment thereto in effect during the execution of the contract.
- It is hereby declared that no part of the services to be provided under this contract shall be sub-contracted to an economic operator who has in his/her employment employees, who are already in employment with the bidding entity and are carrying out, with the sub-contractor, the same or very similar duties as those in their contract of employment with the bidding entity.
- The sub-contractor/s agree to all the conditions listed in this statement.
- It is hereby declared that the service being provided under this contract will be carried out solely by the bidding entity employees, or bona fide self-employed individuals. No work will be carried out by persons designated as self-employed where their actual employment status in terms of the Employment Status National Standard Order LN 44/2012 is that of an employee.
- It is hereby declared that all the employees of the bidding entity, whether providing services to the contracting authority or not, have a written contract of service and are registered with the competent authority of my country, which in the case of Malta is the Employment and Training Corporation. If this tender is awarded to us, we shall furnish a list of employees who will be providing the services. Copies of the written contracts of service of the employees will be available at any time for inspection.
- It is hereby declared that the bidding entity’s employees shall be given a detailed payslip containing all relevant details including the amount paid, normal hours worked, overtime hours, hours worked on Sundays and Public Holidays, hours availed of as leave or sick leave, a breakdown of bonuses/allowances as well as deductions made (such as social security contributions and income tax).
- It is hereby declared that all the wages/salaries of the bidding entity’s employees are paid only by direct payment in the employee’s bank account.
- It is hereby declared that the relevant bank statements of wage/salaries’ deposit and copies of the detailed payslips will be made available as and when required by the Director of Industrial and Employment Relations.
- It is hereby declared that if the bidding entity is found in breach of any of the above declarations it is accepted that this contract will be terminated and that we will have no right to be compensated for any damage we may have suffered or will suffer in the future in respect to this termination.
- A list of the minimum hourly workers’ costs involving the provision of the employees’ services in this tender is being attached.
Signature ......
Name of Signatory ......
I.D. No......
Name of bidder/contractor ......
Date ......
Form 1 - Power of Attorney
Please attach here the power of attorney empowering the signatory of the tender and all related documentation.
Signature: ......
(the person or persons authorised to sign on behalf of the tenderer)
Date: ......
Page 1
2.1 - Data on Joint Venture/Consortium (Where applicable)
1 / Name / …......2 / Managing Board’s Contact Details / Address: …......
…......
Telephone: …...... Fax: …......
Email: …......
3 / Agency in the state of the Contracting Authority, if any
(in the case of a Joint Venture/Consortium with a foreign lead partner) / Address: …......
…......
Telephone: …...... Fax: …......
Email: …......
4 / Names of Partners / (i)…......
(ii)…......
(iii)…......
(iv)…......
5 / Name of Lead Partner / …......
6 / Agreement governing the formation of the Joint Venture/Consortium
(Enclose Joint Venture/ Consortium Agreement)
Place of Signature:
…...... / Date of Signature:
…......
7 / Proposed proportion of responsibilities between partners (in %) with indication of the type of the works to be performed by each*
* The company acting as the lead partner in a joint venture/consortium, they must have the ability to carry out at least 50% of the contract works by its own means. If a company is another partner in a joint venture/consortium (i.e. not the lead partner) it must have the ability to carry out at least 10% of the contract works by its own means
…...... - …..%
…...... - …..% / …...... - …..%
…...... - …..%
Signature:…......
(the person or persons authorised to sign on behalf of the tenderer)
Date:…......
2.2 - Sub-Contracting (Where applicable / If Known)
If the tenderer plans to sub-contract part of the works, s/he must provide the following details:
Service/s intended to be sub-contracted / Name and details of sub-contractors / Value of sub-contracting as percentage of the total costSignature:…......
(the person or persons authorised to sign on behalf of the tenderer)
Date:…......
3. List of Documents
1. List of documents[2] to be submitted with the tender:
Item / Description / Reference in Technical Specifications1 / Company Profile / Volume 1 Section 1; sub -clause 6.1.2
2 / Tender Form / Volume 1, Section 2
3 / Statement on Conditions of Employment / Volume 1, Section 3
4 / A list of the minimum hourly workers’ costs involving the provision of the employees’ services in this tender (if applicable) / Volume 1 Section 3 –1 (Statement on Conditions of Employment, No. 10)
5 / Power of Attorney (if Applicable) / Volume 1, Section 3- 1
6 / Data on Joint Venture / Consortium (if Applicable) / Volume 1, Section 3 – 2.1
7 / Sub-Contracting (if Applicable) / Volume 1, Section 3 – 2.2
8 / A minimum of TWO (2) pictures of the meeting hall where they intend to host Activities: 1, 2, 3, 4, 5, 6, 7, 8, 13 and 14; / Volume 3, Section 1: Terms of Reference
9 / A minimum of TWO (2) pictures of the meeting hall where they intend to host Activities: 9 and 10; / Volume 3, Section 1: Terms of Reference
10 / A minimum of TWO (2) pictures of the meeting hall where they intend to host Activities: 11 and 12; / Volume 3, Section 1: Terms of Reference
11 / A minimum of TWO (2) pictures of the meeting hall where they intend to host Activity: 15; / Volume 3, Section 1: Terms of Reference
12 / A minimum of TWO (2) pictures of the room/s being offered for Activity: 16; / Volume 3, Section 1: Terms of Reference
13 / A minimum of THREE (3) Coffee Break menus each including minimally: tea, coffee, juices, water, fresh fruit cuts and assortment of sweet pastries. Each menu must be provided at the same price per person as quoted in the activity compliance form; / Volume 3, Section 1: Terms of Reference
14 / A minimum of TWO (2) Coffee Break menus each including minimally: tea, coffee, juices, water, fresh fruit cuts and assortment of biscuits. Both menus must be provided at the same price per person as quoted in the activity compliance form; / Volume 3, Section 1: Terms of Reference
15 / A minimum of FOUR (4) Light Lunch menus each including minimally SIX (6) types of savouries, TWO (2) types of sweet refreshments, fresh fruit cuts, free flowing water and one free soft drink for each person. Each menu must be provided at the same price per person as quoted in the activity compliance form; / Volume 3, Section 1: Terms of Reference
16 / Compliance to the National Green Public Procurement / Volume 3, Section 1,–clause 9
17 / Activity Compliance Form / Volume 3, Section 2
18 / Financial Bid / Volume 4
19 / Other Documents (if applicable) / Volume 5
Signature: ......
(the person or persons authorised to sign on behalf of the tenderer)
Date: ......
VOLUME 3 SECTION 2 – ACTIVITY COMPLIANCE FORM
ONLY OFFERS SUBMITTED IN THE BELOW STIPULATED FORMAT WILL BE CONSIDERED
OFFER DATE: ______
Suppliers/Contractor’s details
Company’s Name:Contact Person’s Name and Surname:
Company’s Address:
VAT no:
Telephone Number:
Mobile Number:
Fax Number:
E-mail address:
Requirements / Specify if the requirement can be met
YES / NO
Confirmation of hosting all the activities, including responsibility, coordination and logistics of all items described in the activity subject to specific instructions from NCPE.
Activity 1: Venue and refreshments coming at least partially from organic sources for the Second Transnational Meeting
Length of activity: Two (2) full days.
Venue Requirements and Hall Specifications
Type / Requirements / Specify if requirement can be metYES/NO / Please add further comments/description
Minimum hotel stars / Five (5) star hotel or conference venue of equivalent standard with a minimum capacity of fifteen (15) persons.
Venue Location / Malta – Centrally located
Assistance needed / Technical support must be available during the entire activity, including the setting up and dismantling of all the equipment being requested.
Accessibility / Venue should have full accessibility and facilities to persons with a disability in line with the Guidelines set by the National Commission for Persons with a Disability.
Thermal Comfort / Air-Conditioning or heating facilities as the case may be
Hall Set up / The Hallmust be set up in a Boardroom style or as otherwise indicated by NCPE, to accommodate a minimum of fifteen (15) seated individuals. The venue must also include: the Maltese and EU flags on flagpoles.
Lighting / Well lit room providing for appropriate stage lighting and dimming/shading for clearly visible projections from all corners of the room
Location / Room/ venue is to be located away from any noise, especially if windows must be left open (this includes noise emanating from other events, from air conditioning or from other systems)
Security / Room / venue would require to be locked when not in use, or else, the service provider is to provide a separate and accessible storeroom for client’s own use which can be locked up
Directions / Appropriate directional signage to the event (artwork to be provided by NCPE but printed by the service provider)
Health & Safety / Easy Accessible Fire Exits
Table A: Price of hall /venue (in Euro for one (1) full day session) as per above requirements and specifications:
Net: / €Any discount: (specify rate) % / €
Vat (specify rate): % / €
Total: / €
Equipment Specifications
Type / Specifications / Specify if requirement can be metYes/NO / Please add further comments/description / Specify price per day (in Euro and exclusive of VAT) or N/A if not applicable
Equipment
(The hiring/leasing of equipment subject to a direct request by NCPE / Provision of a screen / €
Provision of a projector / €
Provision of a Laptop with free Internet Access / €
Provision of a PA system (which includes: at least one (1) roving microphone with adequate range and connection to the laptop for audio purpose) / €
Other Requirements / Supply of pens/pencils and writing pads for all participants / €
Table B: Cost of equipment for one (1) full day session and additional requirements (in Euro) as per above: