Delegation of the European Union to Jordan

Call for tender

Otvoreni
Sredstva
€15.000 - €60.000

Call for tenders

Supply and delivery contracts for one off-road (4 wheel drive) vehicle for field missions' use and Mini Bus for minimum 9 seats for the EU Delegation to the Hashemite Kingdom of Jordan

 

Tender no.     EEAS-DELJORA-SUP-PO-2017-06

Open Negotiated procedure

 

  1. The European External Action Service (EEAS), represented by the Head of the Delegation to the Hashemite Kingdom of Jordan is planning to award the supply contract (purchase order) referred to above. Please find enclosed the related tender specifications listing all the documents that must be produced in order to submit a tender and purchase order.

  2. If you are interested in this tender, you should submit your tender in one original and two copies in one of the official languages of the European Union. If documents are produced in one of local languages translations must submitted. No official translations are required at this stage but shall be required from the awardee at the latest prior to the signature of the purchase order.

  3. Tenderers shall submit tenders by letter:

           

a)      Either by post or by courier no later than Sunday 17 September 2017 in which case the evidence of the date of dispatch shall be constituted by the postmark or the date of the deposit slip, to the address indicated below.

 

b)      or delivered by hand no later than 15.00 afternoon on 17 September 2017 to the address indicated below. In this case, a receipt must be obtained as proof of submission, signed and dated by the official at the reception who took delivery.

The opening hours are from 08.00 to 16.00 Sunday to Thursday. It is closed on Fridays, Saturdays and public holidays.

 

By post, courier or by hand:

CALL FOR TENDERS

“Supply and delivery contracts for one off-road (4 wheel drive) vehicle and Mini Bus for minimum 9 seats for the EU Delegation to the Hashemite Kingdom of Jordan , reference EEAS-DELJORA-SUP-PO-2017-05

 

Delegation of the European Union to the Hashemite Kingdom of Jordan

For the attention of Mrs Annamaria Bottini, Head of Administration

 

 

Tenders must be placed inside two sealed envelopes. The inner envelope, addressed as indicated above, should be marked as follows: "CALL FOR TENDERS – EEAS-DELJORA-SUP-PO-2017-05 NOT TO BE OPENED BY THE INTERNAL MAIL DEPARTMENT ". If self-adhesive envelopes are used, they must be sealed with adhesive tape and the sender must sign across this tape. The inner envelope must also contain the technical tender and the financial tender.

 

  1. Tenders must be:

-     signed by a duly authorized representative of the tenderer;

-     perfectly legible so that there can be no doubt as to words and figures;

-     drawn up using the model reply forms in the tender specification.

 

  1.  The period of validity of the tender, during which tenderers may not modify the terms of their tenders in any respect, is six months from the final date for submission.

  2. Submission of a tender implies acceptance of all the terms and conditions set out in this invitation to tender, in the tender specification and in the purchase order and, where appropriate, waiver of the tenderer's own general or specific terms and conditions. Submission of a tender is binding on the tenderer to whom the purchase order is awarded for the duration of the purchase order.

  3. All costs incurred during the preparation and submission of tenders are to be borne by the tenderers and will not be reimbursed.

  4. Purchase order between the contracting authority and tenderers are prohibited throughout the procedure save in exceptional circumstances and under the following conditions only:

 

-     Before the final date for submission of tenders:

 

*    At the request of the tenderer, the contracting authority may provide additional information solely for the purpose of clarifying the nature of the purchase order.

 

Any requests for additional information must be made in writing only to:

Delegation-Jordan-HOA@eeas.europa.eu

Requests for additional information received less than five working days before the final date for submission of tenders will not be processed.

 

*    The contracting authority may, on its own initiative, inform interested parties of any error, inaccuracy, omission or any other clerical error in the text of the call for tenders.

 

*    Any additional information including that referred to above will be sent simultaneously to all candidates invited to tender.

 

-     After the opening of tenders

 

*    If clarification is required or if obvious clerical errors in the tender need to be corrected, the contracting authority may contact the tenderer provided the terms of the tender are not modified as a result.

 

*    The contracting authority may negotiate with tenderers the tenders they have submitted, in order to adapt them to the requirements set out in the contract notice, tender specifications or any additional document and in order to find the tender offering best value for money. During negotiations equal treatment of all tenderers will be ensured.

 

  1. This invitation to tender is in no way binding on the contracting authority. The contracting authority's contractual obligation commences only upon signature of the

  2. Up to the point of signature, the contracting authority may either abandon the procurement or cancel the award procedure, without the candidates or tenderers being entitled to claim any compensation. This decision must be substantiated and the candidates or tenderers notified.

  3. Once the contracting authority has opened the tender, the document shall become its property and it shall be treated confidentially.

  4. You will be informed of the outcome of this procurement procedure by e-mail. It is your responsibility to provide a valid e-mail address together with your contact details in your tender and to check it regularly.

  5. If processing your reply to the invitation to tender involves the recording and processing of personal data (such as your name, address and CV), such data will be processed pursuant to Regulation (EC) No 45/2001 on the protection of individuals with regard to the processing of personal data by the Community institutions and bodies and on the free movement of such data. Unless indicated otherwise, your replies to the questions and any personal data requested are required to evaluate your tender in accordance with the specifications of the invitation to tender and will be processed solely for that purpose by Head of Delegation of the European Unionthe Hashemite Kingdom of Jordan. Details concerning the processing of your personal data are available on the privacy statement at: http://eeas.europa.eu/data_protection/index_en.htm.

 

  1. Your personal data may be registered in the Early Warning System (EWS) only or both in the EWS and Central Exclusion Database (CED) by the Accounting Officer of the EEAS, should you be in one of the situations mentioned in:

- the Commission Decision 2008/969 of 16.12.2008 on the Early Warning System (for more information see the Privacy Statement on http://ec.europa.eu/budget/contracts_grants/info_contracts/legal_entities/legal_entities_en.cfm ),

or

- the Commission Regulation 1302/2008 of 17.12.2008 on the Central Exclusion Database (for more information see the Privacy Statement on http://ec.europa.eu/budget/explained/management/protecting/protect_en.cfm#BDCE )

 

TENDER SPECIFICATIONS

NEGOTIATED PROCEDURE

EEAS-DELJORA-SUP-PO-2017-06

 

 

  1. Title of contract

     

    Contract for supply of one off-road (four wheel drive) vehicle and Mini Bus for minimum 9 seats for the EU Delegation to the Hashemite Kingdom of Jordan.

     

  2. Purpose and context of the contract

     

    The European Union, represented by the European External Action Service and itself represented by the European Union Delegation to the Hashemite Kingdom of Jordan (EU Delegation) has the intention to sign purchase order with the successful candidate (s). The purchase order shall provide for the supply of 1 (one) or (2) two multi-purpose vehicles. The EU Delegation reserves itself the right to purchase one or two vehicles depending on budget availability and on the conditions offered by the suppliers for the two vehicles.

 

  1. Technical Specifications

 

The minimum technical specifications for the equipment shall be as follows:

VEHICLE OF TYPE "OFF-ROAD (4 wheel drive)"

 

The minimum requirements are as follows:

 

  • < >< >

    Gasoline engine.

  • Heavy duty cooling.

  • 12 volt electrical system

  • Transmission: Manual or automatic gearbox, lockable high 4WD and low 4WD, either permanent 4WD or selectable 4WD.

  • Suspension : Heavy duty, front coil, rear coil or leaf

  • Brakes: Front(disc), Rear(disc or drum)

  • Fuel tank capacity: maximum 70 liters

  • Maximum CO2 emissions in g.: 225 g

  • 5 doors.

  • Comfortable seating for 5 adults, including driver, fabric seats

  • Manufacturer warranty on defect in material or workmanship of minimum 2 years and paint warranty of minimum 2 years.

     

     

     

     

    Compulsory equipment:

     

- Left Hand Drive (LHD)

- Light colour paint

- Multi position adjustment of seats

- Two individual front seats with central arm rest,

- Front seats with head rests

- All seats must be fitted with seat-belts

- Various storage pockets

- Upholstery of appropriate quality

- 4  standard summer wheels of minimum 16 inch with tires in accordance with the manufacturer's recommendations

- Spare wheel

- Anti-theft system ( Vehicle alarm and/or immobiliser)

- Anti-Lock Brake System (ABS)

- Electronic Stabilisation Program (ESP)

- Anti Slip Regulation (ASR)

- AM/FM stereo with USB/MP3 and Bluetooth connectivity and with front and rear speakers

- Heating ventilation and air conditioning (front and back) and electronic climate control.

- standard winter wheels of minimum 16 inch with tires in accordance with the manufacturer's                                               

- Frontal and lateral  airbags for driver and all passengers

- Electric command of windows

- LED headlights           

- Front fog lamps

- Front and rear floor mat set, rubber

- Remote central locking

- Front and Rear parking distance sensors with acoustic warning

- Power assisted steering

- Tool kit and car jack

- First aid kit with warning triangle and fire extinguisher.

- Compliance to European standards on

passenger safety and the environment

(air pollution regulation : Euro 4 min)

- The vehicle must be in accordance with  the civil/road transport regulations applied in Jordan

 

 

 

Possible, optional equipment without additional cost:

- Individual front and rear electronic climate control/dual control

- Global Positioning System (GPS)

- Intelligent parking assist system

- Leather seats and interior

- refrigerating compartment

- plug-in for electric charging in front and back of the car

- Electrically adjustable and heated exterior mirrors

- Cup/glass/bottle holders

- Two individual front seats with central arm rest,

- Rear seat back with central arm rest

 

- Hands free mobile phone pre-equipment

- Warranty extension

- Reading lamps for back seat passengers

- Automatic front lights on system;

- Rain detection sensor;

- Automatic recognition system;

- Warning system for unintentional leaving of track;

-System for avoiding frontal crashes;

- Others

 

 

VEHICLE OF TYPE Mini Bus 9 Seats

 

The minimum requirements are as follows:

 

  • < >< >

    Gasoline engine.

  • Heavy duty cooling.

  • 12 volt electrical system

  • Transmission: Manual or automatic gearbox

     

  • Brakes: Front(disc), Rear(disc or drum)

  • Fuel tank capacity: maximum 65 liters

  • Maximum CO2 emissions in g.: within European standard (euro 4)

  • 5 doors.

  • Comfortable seating for 9 adults, including driver, fabric seats

  • Manufacturer warranty on defect in material or workmanship of minimum 2 years and paint warranty of minimum 2 years.

     

    Compulsory equipment:

     

                                  

- Frontal airbags for driver front passengers

- front electric command of windows

- Front fog lamps

- Front and rear floor mat set, rubber

- Remote central locking

- Front and Rear parking distance sensors with acoustic warning

- Power assisted steering

- Tool kit and car jack

- First aid kit with warning triangle and fire extinguisher.

- Compliance to European standards on

passenger safety and the environment

(air pollution regulation : Euro 4 min)

- The vehicle must be in accordance with  the civil/road transport regulations applied in Jordan

 

 

 

Possible, optional equipment without additional cost:

- Global Positioning System (GPS)

- Intelligent parking assist system

- Leather seats and interior

- refrigerating compartment

- plug-in for electric charging in front and back of the car

- Electrically adjustable and heated exterior mirrors

- Cup/glass/bottle holders

- Two individual front seats with central arm rest,

- Rear seat back with central arm rest

 

- Hands free mobile phone pre-equipment

- Warranty extension

- Reading lamps for back seat passengers

- Automatic front lights on system;

- Rain detection sensor;

- Automatic recognition system;

- Warning system for unintentional leaving of track;

-System for avoiding frontal crashes;

- Others

 

 

 

 

4. Place and Time of Delivery

Delivery will be to the offices of:

Delegation of the European Union to the Hashemite Kingdom of Jordan

Princess Basma Street, Amman

  • The supplier shall be responsible for any and all transportation, customs clearance, duties and taxes, demurrage or storage as required. It must be noted that the EU Delegation is exempted from Customs duties and VAT pursuant to the Vienna Convention on Diplomatic Relations.

     

The goods must be delivered within three (3) months of the date of signature of the Purchase Order.

5. Maintenance

The purchase price must always include a warranty. The candidates should attach a description of their warranty terms. 

6. Criteria

A. Exclusion criteria

Tenderers shall be excluded from participation in a procurement procedure if:

 

  • they are bankrupt or being wound up, are having their affairs administered by the courts have entered into an arrangement with creditors, have suspended business activities or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;

  • they have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata;

  • they have been guilty of grave professional misconduct proven by any means which the contracting authority can justify;

  • they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;

  • they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the European Union's financial interests;

  • following another procurement procedure or grant award procedure financed by the European Union budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.

  • they do not/cannot comply with the requirement to submit official proof of its legal entity (official documents of establishment, tax registration,…) and bank account (form signed and stamped by the financial institution) it wants the payment to be made to.

    Tenderers shall demonstrate that they are eligible for participation in this tender by completing the standard declaration form (Annex II), printed on the letterhead of the company and attached the requested documents.

    B. Selection Criteria

    Tenderers should have the necessary financial, economic, technical and professional capacity to perform its obligations under the contract. In particular, the tenderer must:

  • demonstrate the ability to document their authorized status for the car subject of the supply contract (letter from the car manufacturer confirming that the company or mother company in Jordan is the authorized dealer for the Hashemite Kingdom of Jordan);

  • be a company duly established and existing under the laws of the country of its incorporation and be registered with all relevant registration bodies in the Hashemite Kingdom of Jordan);

  • have the right and power to possess, use and dispose of its assets, conduct its business as presently conducted and to enter into the proposed contract and perform any obligations that may arise from or in connection with the contract;

  • make sure that the decision to enter into the contract was duly made by the company (including any necessary corporate approvals) and does not conflict with any provisions of the company foundation documents or the applicable legislation;

  • make sure that it does not need any permit, license or other authorization (other than those already obtained) to enter into and comply with the contract and to perform any obligations thereunder;

  • be not engaged in nor, to the best of its knowledge, threatened by any litigation, or administrative proceedings the outcome of which might have a material adverse effect on performance of contractor’s obligations;

  • to the best of its knowledge and belief after due enquiry, be not in violation of any legislative requirement relevant for the performance of contractor's obligations;

  • must demonstrate the ability to provide after-sales services during the whole warranty period required and after it is expired. The interested economic operator must be a part of well organized network enabling maintenance of cars in Amman area.

     

     

C. Award Criteria

The contract will be awarded to the “best value for money” offer.

Technical evaluation of the offers:

The evaluation shall not be applied to offers, which do not meet the minimum requirements and the compulsory equipment. 

Technical evaluation of the offers will be made on the basis of comparison between the received tenders:

In order to award the contract the contracting authority shall apply weighting stated below:

 

 

1

Price

60

2

Environmental characteristics and in particular CO2 emissions in relation to engine combined cycle: CO2 g/km

10

3

Discount given

5

4

Fuel consumption/100 km

5

5

Aesthetic, safety and functional characteristics

7.5

6

Extra optional equipment offered for free (GPS and other possibly offered etc.)

2.5

7

Guarantee duration above two  years (Elaborate coverage offered for and above two years)

5

8

Delivery terms and conditions of payments for specific model proposed

5

 

 

 

Score for tender X :

 

X = cheapest price  * 60 + quality of offer X * 40

         price of offer X             best quality offer

The tender with the highest score wins.

 

Award of the contract:

The offer obtaining the highest "Best-value-for-money" ratio will be awarded the contract, using the formula

BVM = (Fv x 60%)+(Tv x 40%)

where;

BVM                             = Best value for money ratio

Tv                                  = Technical value

Fv                                  = Financial value

 

 

7. Price

The price offer shall be:

  1. Fixed and non-negotiable;

  2. < >< >(vehicle preparation, pre-delivery inspection costs, delivery charges, manual, service log book)

    Tax and duty-free (no VAT,no Import Fee)
    Since under the Vienna Convention the Delegation as a diplomatic mission is exempt from duties and taxes

  3. Expressed in Jordanian Dinar (JOD).

  4. Indicate discount if relevant

 

 

Costs incurred in preparing and submitting tenders are borne by the tenderers and cannot be reimbursed.

 

8. Terms of Payment

The EU Delegation shall pay for the goods as follows:

 

  • One hundred (100) per cent of the price shall be paid within thirty (30) days of the goods acceptance date. No advance payment.

 

 

9. other information

The contractor shall provide all services concerning the goods purchased in all-inclusive price of the goods delivered. No extra invoices shall be payable to the Contractor.

Tenderers are kindly asked to submit the documents according to the following rules:

a. all documents requested have to be presented in the same order as listed above and in Annex 4;

b. all original documents in the local languages must be translated into English.

c. offers should use the template provided in annex. Catalogue offers only cannot be accepted;

d. Tenderers may offer one or two lots and are free to offer several models (up to 10) as long as they all are in compliance with minimum criteria. Tenderers may not submit more than 1 offer per 1 car model.

 

Failure to respect the above listed rules will lead to the exclusion from further proceedings.

 

 

Deadline to express your interest (inscription): 
17/09/2017
Sending of invitation to tender (Indicative time): 
.
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