Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
1
Invitation to Tender for the Supply of Energy Efficient Laser
Multifunctional Devices (MFDs) to
[Name of Contracting Authority]
Tenders are to be returned in a sealed envelope marked:
“[Title of Contract]”
To:
[Contact Person]
[Name of Office]
Contracting Authority
[Address]
Deadline for Submission of Tenders: [Date and Time]
To be customised by the contracting authority
To be completed by the tendering organisation
This sample tender document is provided as an example of how the
Topten criteria for the procurement of highly energy-efficient laser MFDs
can be applied. For further information, or for assistance in applying the
criteria, please refer to www.topten.eu/pro.
**Comments are invited on the structure and content of these documents**
Responsibility for the content of tender documents remains with the
contracting authority issuing them and legal advice should be sought.
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
2
Contents
TENDER CHECKLIST .............................................................................................................. 3
1. BACKGROUND .............................................................................................................. 4
2. CONTEXT FOR TENDER .................................................................................................. 4
3. INVITATION TO TENDER ................................................................................................ 4
4. SPECIFICATION ............................................................................................................. 4
4.1 T
ECHNICAL
S
PECIFICATION
.................................................................................................... 4
4.2 L
OTS
................................................................................................................................. 5
4.3 V
ARIANTS
.......................................................................................................................... 5
5. ASSESSMENT OF TENDERS ............................................................................................ 7
5.1 E
LIGIBILITY
C
RITERIA
............................................................................................................ 7
5.2 A
WARD
C
RITERIA
.............................................................................................................. 10
5.3 E
XPLANATION OF
A
WARD
C
RITERIA
...................................................................................... 10
6. INSTRUCTIONS TO TENDERERS .................................................................................... 12
6.1
S
UBMISSION OF
T
ENDERS
......................................................................................................... 12
6.2
Q
UERIES
................................................................................................................................ 12
6.3
S
UFFICIENCY
&
A
CCURACY OF
T
ENDER
........................................................................................ 12
6.4
T
ENDER
D
OCUMENTS
-
A
MBIGUITY
,
D
ISCREPANCY
,
E
RROR
,
O
MISSION
............................................ 13
6.5
Q
UALIFICATION OF
T
ENDERS AND
R
EFERENTIAL
B
IDS
.................................................................... 13
6.6
E
XTENSION OF
T
ENDER
P
ERIOD
................................................................................................. 13
6.7
M
ODIFICATIONS TO
T
ENDERS PRIOR TO THE
D
EADLINE
.................................................................. 13
6.8
F
ORM OF
T
ENDER
................................................................................................................... 13
6.9
C
OST OF
P
REPARATION OF
T
ENDER
............................................................................................ 13
6.10
T
ENDER
V
ALIDITY
P
ERIOD
....................................................................................................... 14
6.11
C
URRENCY
........................................................................................................................... 14
6.12
C
ONFIDENTIALITY
.................................................................................................................. 14
6.13
F
REEDOM OF
I
NFORMATION
................................................................................................... 14
6.14
T
AX
C
LEARANCE
S
TATUS
......................................................................................................... 14
6.15
A
PPLICABLE
L
AW
................................................................................................................... 14
6.16
C
LARIFICATION OF
T
ENDERS
.................................................................................................... 15
6.17
C
ORRECTION OF
E
RRORS
........................................................................................................ 15
6.18
C
HANGE IN THE
C
OMPOSITION OF A
T
ENDER
............................................................................. 15
6.19
I
NTERFERENCE AND
I
NDUCEMENT TO
P
URCHASE
........................................................................ 15
6.20
N
OTIFICATION OF
O
UTCOME
[R
EQUIRED IF CONTRACT IS ABOVE
EU
THRESHOLD
] ............................ 15
6.21
A
WARD OF
C
ONTRACT
[R
EQUIRED IF CONTRACT IS ABOVE
EU
THRESHOLD
] .................................... 16
6.22
P
AYMENT
............................................................................................................................ 16
6.23
C
ANCELLATION OF
P
ROCEDURE
............................................................................................... 16
APPENDIX 1 – FORM OF TENDER ........................................................................................ 17
APPENDIX 1A – DETAILED BREAKDOWN OF COSTS .............................................................. 18
APPENDIX 2 – DECLARATION UNDER ARTICLE 45 OF DIRECTIVE 2004/18/EC ........................ 19
APPENDIX 3 - MAXIMUM TYPICAL ENERGY CONSUMPTION (TEC) VALUES CORRESPONDING
TO THE TOPTEN ENERGY EFFICIENCY INDEX (EEI)..................................................................19
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
3
Tender Checklist
Please ensure that the following required documents are included with your tender:
[Remove items not required]
Information and Documents required for Eligibility Criteria (Section 5.1)
• Evidence of Turnover
• Evidence of Insurances
• Evidence of Tax Clearance
Information responding to each of the Award Criteria (Section 5.2)
Form of Tender (Appendix 1), completed and signed
Detailed Breakdown of Tender Costs (Appendix 1A)
Declaration under Article 45 of Directive 2004/18/EC (Appendix 2),
completed and signed
The above checklist is for guidance purposes only and the Contracting Authority will
not accept any responsibility for omissions from this checklist. Tenderers are advised to
read all tender documentation and appendices in full in order to provide a
comprehensive response.
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
4
Invitation to Tender for the Supply of Energy Efficient Laser MFDs
1. Background
[Insert background information on Contracting Authority and the office/unit conducting
the tender]
2. Context for Tender
[Include here the background and context for this specific invitation to tender – e.g.
describe number of staff, current equipment, office environment]
3. Invitation to Tender
[Name of Contracting Authority] is using the Open procedure for this tender, which
means that any interested party can submit a tender. Valid tenders submitted in
accordance with the Instructions to Tenderers and received before the stated deadline
will be assessed on the basis of the eligibility criteria and award criteria set out in
Section 5. Tenderers are requested to review this document in detail and ensure that
they have addressed all of the relevant requirements in their tender.
4. Specification
4.1 Technical Specification
[Specify the number of MFDs and their required functionality, minimum warranty, any
network requirements and location/timing for delivery and installation. Also include your
minimum requirements in terms of maintenance and servicing, if applicable]
Where reference is made in the technical specification to any particular make, source,
origin, patent, process, trademark, brand name or standard, such reference shall on
every occasion be understood as being accompanied by the words “or equivalent”.
These references are provided only where it is not otherwise possible for a sufficiently
precise description to be defined.
1. Products must meet the latest criteria of the ENERGY STAR Programme
Requirements for Imaging Equipment.
Verification: Products carrying the ENERGY STAR label will be deemed to comply.
Alternatively, bidders may demonstrate compliance with the above requirements by
another objective third-party means or by supplying test results in respect of their
product demonstrating that the criteria are met.
2. In addition to the above requirements, products must not exceed the following
maximum Energy Efficiency Index (EEI, in %).
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
5
b/w colour
Speed (ppm) Maximum Energy
Efficiency Index (EEI)
Maximum Energy
Efficiency Index (EEI)
1 – 20 45% 30%
21 – 100 35% 30%
I.e. the TEC (Typical Energy Consumption) of the product must only reach these
proportions, or less, of the maximum ENERGY STAR TEC for that type and speed of
MFD:
Please refer to Appendix 3 for a table in which maximum TEC values fulfilling these
requirements have been calculated for each speed of MFD.
Verification: Bidders must supply test results demonstrating that these requirements
are met according to the methodology set out in the latest ENERGY STAR Programme
Requirements for Imaging Equipment. ENERGY STAR’S TEC limit values can also be
found in this document and hence the EEI of a product may be calculated.
3. All products must be able to print on recycled paper.
Verification: Bidders must supply a technical dossier or test results demonstrating this
requirement is met.
4. Duplex Function (optional): All products must be equipped with an automatic
double-sided printing/copying function. [This requirement may also be used as
award criteria].
4.2 Lots
[If the contract is divided into lots, describe each Lot and include one of the following:
Tenderers must submit a proposal for each of the Lots included in this Invitation to
Tender
OR
Tenders may be submitted for one or more Lots.]
1
4.3 Variants
[If you have ticked the box on the notice to allow variants, this means that tenderers
can submit solutions which deliver the required or enhanced functionality in a different
way to that envisaged. If you have chosen to accept variants, you need to clearly state:
i) The minimum requirements which must be met by all solutions, whether variant or
not (i.e. what mandatory features or functions must be included);
AND
1
Information on lots must be included in the Contract Notice
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
6
ii) Whether it is a requirement for submitting a variant that the tenderer also submit a
solution which exactly matches the specification (this is sometimes necessary to
ensure comparability for evaluation purposes)]
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
7
5. Assessment of Tenders
5.1 Eligibility Criteria
The Contracting Authority is using the open procedure for the procurement of these
requirements, therefore, while all interested parties may submit a tender, only those
demonstrating they have the required level of financial and technical capacity will have
their tender considered. In order to demonstrate eligibility, tenderers are required to
provide the information set out below.
[Note: not all of the below eligibility criteria may be relevant for your contract. Ensure
that each of the criteria and rules you use is relevant and proportionate to the contract
and will not result in the inappropriate inclusion/exclusion of tenderers]
5.1.1 Evidence of Turnover and Profitability
Please provide the following information based on your organisation’s annual accounts:
Year
Turnover (
€)
Profitability
(%)
[Enter]
[Enter]
[Enter]
Rule: Tenderers must provide evidence of their turnover and profitability for the past
three financial years by submitting extracts from audited accounts or an auditor’s
signed statement. Alternatively, tenderers may demonstrate turnover and profitability
by any means at their disposal. If these figures are not available for the full three year
period please include an explanation for this and provide figures for all years/ part
years available.
OR
Rule: Tenderers must provide evidence, by way of extracts from audited accounts or
an auditor’s signed statement that their annual turnover has exceeded € XX [Set
minimum turnover requirement, if applicable] in at least one of the previous 3 financial
years or pro-rata if more recently established. Alternatively, tenderers may demonstrate
turnover by any means at their disposal. If these figures are not available for the full
three-year period please include an explanation for this and provides figures for all
years/ part years available.
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
8
5.1.2 Evidence of Insurances
Please provide evidence of the current valid policies which your organisation has in
place in respect of the following:
Type of Insurance
Amount of Policy
Excess/Deductible
Expiry Date
Public Liability
Product Liability
Employer’s Liability
Goods in Transit
[Modify this table to remove policy types not relevant for tender]
Rule: Tenderers must demonstrate that they are in possession of valid policies for
each of the above forms of insurance by providing a certificate or letter from their
broker within the tender.
OR
Rule: Tenderers are required to demonstrate, by producing a valid certificate or
broker’s letter, that they have the following minimum levels of insurance in place [OR
provide a letter from insurer/broker indicating required level could put in place if
successful.]
Public Liability - € X million
Employer’s Liability - € X million
Products Liability - € X million
Goods in Transit - € X million
[Delete as appropriate]
5.1.3 Tenderer’s Organisation and Structure
Please provide the following information:
[Delete as appropriate]
o Company name, address and contact details for individual responsible for this
tender.
o Outline of relevant Human Resources. Please provide an organisation chart and
give details of the manpower levels and skills base within your organisation, in
particular related to the installation and maintenance of the required products.
o Outline of Technical Resources within the organisation which are relevant to a
contract of this nature, including delivery, maintenance and disposal equipment.
o Details of quality assurance policies and whether 3
rd
party attested. Please provide
copies of the relevant certification, if any.
o Details of health and safety policy and statement.
o [Request details of other aspects of technical capacity relevant to the contract]
Rule: Tenderers must demonstrate that they have adequate and appropriate resources
at their disposal to deliver a contract of this nature.
[Alternatively, specific pass/fail rules may be set for any of the above requirements]
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
9
5.1.4 Previous Similar Contracts
Please provide details of at least X previous contracts (of a value exceeding €Y OR in
a range of €Y to €Z) successfully delivered by your organisation which are similar in
nature and scope to the requirements of this contract. The details to include:
• Client Name
• Details of start/end dates of contract
• Approx. value of contract (€)
• Nature and description of work done
• Please describe similarity to Contracting Authority’s requirements
Rule: Tenderers must demonstrate that they have acquired the necessary experience
by providing details in relation to X previous contract[s] of a similar nature and scope.
5.1.5 Evidence of Tax Clearance Status
Tenderers should provide a copy of their current Tax Clearance Certificate or
equivalent.
Tenderers are asked to demonstrate their eligibility (i.e. their financial and
technical capacity) by responding to all the information requested above. In
addition, Tenderers must ensure that they have completed and signed the
Declaration under Article 45 of Directive 2004/18/EC. Failure to supply the
required information may result in elimination from detailed tender evaluation.
A tenderer may rely on the capacities of other entities in demonstrating its eligibility,
regardless of the legal nature of the links which it has with them. In that case, evidence
must be provided that the tenderer will have at its disposal the resources necessary for
performance of the contract, for example by producing a clear undertaking on the part
of those entities to place the relevant resources at its disposal.
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
10
5.2 Award Criteria
Only tenders which have met the eligibility criteria and are valid and responsive to the
specification set out in this document will be evaluated against the award criteria.
Tenderers should ensure that they have submitted sufficient relevant information to
allow their tenders to be assessed under each of the award criteria set out below.
Prior to award of the contract, tenderers may be invited to attend a meeting for the
purpose of clarification of the submitted offers only. The Contracting Authority also
reserves the right to right to request a demonstration and/or undertake a site visit.
Assessment of tenders and award of contract will be on the basis of the most
economically advantageous award criteria, in accordance with the following criteria,
weightings and minimum requirements.
[Careful consideration should be given to the criteria and relative weightings used,
including the requirement for meeting a minimum score under any particular heading.
As the energy performance level is addressed in the specification, it is not included in
the indicative award criteria below.]
Criterion
Weighting
Max
imum
Score
Minimum
Required
(A)
Functions and Performance
20
%
20
00
12
00
(B)
Delivery, Maintenance and Disposal
10
%
10
00
6
00
(C)
Environmental Features
1
5%
15
00
9
00
(
D
)
Warranty Length & Inclusiveness
5
%
5
00
300
(E
)
Life-cycle Cost
50
%
50
00
N/A
In relation to minimum score required - Tenderers should note that they must achieve a
minimum rating of 60% for each of the individual qualitative criteria (A) - (D) in order to
avoid elimination from the competition.
5.3 Explanation of Award Criteria
Tenderers should ensure in their tenders that they provide detailed information in
respect of all aspects of the contract award criteria as stated below.
[Describe what you are looking for under each criterion and what information tenderers
should provide. State any sub-criteria if relevant and the weightings and minimum
requirements for each sub-criterion]
A) Functions and Performance (20%)
[Describe any additional elements of functionality and performance above the
minimum specified requirements which will result in a higher score being achieved
under this criterion. For example, you may wish to assess print/scan quality, display
quality, noise levels, printing speed, number of functions or ease of switching between
functions. Sub-criteria and weightings may be included if appropriate.]
B) Delivery, Maintenance and Disposal (10%)
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
11
[Describe any additional elements of delivery, maintenance and disposal above the
minimum specified requirements which will result in a higher score being achieved
under this criterion, e.g. does the supplier offer product take-back and recycling? Sub-
criteria and weightings may be included if appropriate]
C) Environmental Features (15%)
[Describe any environmental features above the minimum specified requirements
which will result in a higher score under this criterion, and which are not already
assessed elsewhere. Environmental features must be directly related to the subject
matter of the contract. Examples include limits on hazardous materials,
environmentally-friendly packaging, products designed for recycling. If an automatic
duplex function has not been included in the specification, it may be assessed here.
Sub-criteria and weightings may be included if appropriate.]
D) Warranty Length & Inclusiveness (5%)
Marks will be awarded on the basis of warranty length beyond the minimum required (if
specified) and the comprehensiveness of coverage, including availability of spare parts.
E) Life-cycle Cost (50%)
Tenderers must complete the Form of Tender attached in Appendix 1 and return this
with their tender submission. Appendix 1A must also be completed with a detailed
breakdown of unit prices. The cost of each tender will be calculated based on the total
life-cycle cost associated with the purchase, delivery, installation, use, maintenance
and disposal of the products over a period of X years. [Ensure this corresponds to the
elements included in Appendix 1A]
Tender costs will be scored in inverse proportion to the maximum score, which will be
allocated to the lowest cost tender not previously eliminated.
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
12
6. Instructions to Tenderers
6.1 Submission of Tenders
It is the responsibility of the tenderer to ensure that their tender is complete and
reaches the correct address by the designated deadline. Late, faxed or e-mailed
tenders will not be considered.
The completed Tender shall be enclosed in a sealed envelope and submitted either by
post or hand delivery, using the below label as a template:
The number of copies required for the tender is:
• X hard copies and
• 1 soft copy in .pdf format
Tenderers should ensure that the softcopy contains all of the information submitted as
part of the tender, is in a commonly readable file format and is free of viruses.
6.2 Queries
All queries regarding this tender should be emailed to <EMAIL ADDRESS> for the
attention of <NAME>. The closing date for receipt of queries is [7 days before Closing
Date].
Queries should be in question format and submitted by email only. Responses to
queries will be issued to all parties who have expressed an interest in the contract, in
order to ensure that no party has an unfair advantage over any other.
For the purpose of circulating responses queries may be edited to avoid disclosing the
identity of the party submitting it. Any sensitive information included in the query should
be clearly indicated by the party submitting it.
6.3 Sufficiency & Accuracy of Tender
Tenderers will be deemed to have examined all the documents enclosed and by their
own independent observations and enquiries will be held to have fully informed
themselves as to the nature and extent of the requirements of the tender.
Tenderers are cautioned to check the accuracy of their tender prior to submission. A
tender found to contain any clerical errors or omissions may, at the sole discretion of
the Contracting Authority, be referred back to the tenderer for correction. Any
Tender for: Supply of Energy-Efficient Laser MFDs
Tender Ref. No: XXXXXX
Delivery to:
[Contact Name]
[Name of Unit/Office]
Contracting Authority
[Address]
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
13
subsequent adjustment(s) must be confirmed in writing. The Contracting Authority
reserves the right to disqualify incomplete tenders.
[Only include if relevant & appropriate] While tenderers are requested to ensure they
have included all of the information requested as part of this tender, excess
documentation impedes the evaluation process and should not be submitted.
Tenderers are requested to keep the total documentation submitted to under XX pages
of printed material.
6.4 Tender Documents - Ambiguity, Discrepancy, Error, Omission
If you consider that you are missing any documents which would prevent you from
submitting a comprehensive tender please email <EMAIL ADDRESS> as soon as
possible.
Tenderers shall immediately notify the Contracting Authority should they become
aware of any ambiguity, discrepancy, error or omission in the Tender Documents. The
Contracting Authority will, upon receipt of such notification, issue a clarification in
respect of any such ambiguity, discrepancy, error or omission. Such clarification shall
then form part of the Tender Documents.
6.5 Qualification of Tenders and Referential Bids
Please note that qualifications to a tender in respect of any of the requirements stated
in the Tender Documents may render the tender invalid. Tenders made by reference to
other tenders are not valid and cannot be considered.
6.6 Extension of Tender Period
The Contracting Authority reserves the right, at its sole discretion, to extend the closing
date for receipt of tenders by giving notice in writing to all parties who have
downloaded the tender documents before the original closing date.
6.7 Modifications to Tenders prior to the Deadline
Modifications to tenders will be accepted in the form of supplementary information
and/or addenda, provided they are submitted in a sealed envelope before the closing
date for receipt of tenders and clearly marked as part of the tender. Any modifications
received after the closing time for receipt of tenders will not be considered.
6.8 Form of Tender
Tenderers are required to complete, sign and return the Form of Tender set out in
Appendix 1, and Breakdown of Costs in Appendix 1A. Failure to sign the Form of
Tender, or to complete it in the required format, may result in rejection of the tender.
6.9 Cost of Preparation of Tender
The Contracting Authority will not be liable for any costs, charges or expenses incurred
by tenderers in the preparation of proposals or any associated efforts. It is the
responsibility of the tenderer to ensure that they are fully aware and understand the
requirements as laid down in this document. Tenderers will be responsible for any
costs incurred by them in the event of their being required to attend clarification or
other meetings or make a presentation of their proposals.
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
14
6.10 Tender Validity Period
To allow sufficient time for tender assessment a tender validity period of 6 months is
required, during which all elements of the offer contained in the tender shall remain
open for acceptance by the Contracting Authority. The tender validity period
commences on the date by which the tenders are to be returned (tender deadline).
6.11 Currency
The currency and invoices in which all prices and rates shall be tendered, and which
payments under the contract will be paid, shall be Euros (€). All prices and rates
quoted should be exclusive of VAT.
6.12 Confidentiality
The distribution of the tender documents is for the sole purpose of obtaining offers. The
distribution does not grant permission or licence to use the documents for any other
purpose. Tenderers are required to treat the details of all documents supplied in
connection with the tender process as private and confidential.
6.13 Freedom of Information
All responses to this invitation to tender will be treated in confidence and no information
contained therein will be communicated to any third party without the written
permission of the tenderer except insofar as is specifically required for the
consideration and evaluation of the response or as may be required under law,
including Freedom of Information legislation [refer to relevant national law(s)].
Tenderers are asked to consider if any of the information supplied by them in response
to this request for tenders should not be disclosed because of its sensitivity. If this is
the case, tenderers should specify the information that is sensitive and the reasons for
its sensitivity. The Contracting Authority cannot guarantee that any information
provided by tenderers, either in response to this tender or in the course of any contract
awarded as a result thereof, will not be released pursuant to the Contracting Authority’s
obligations under law, including [relevant national law(s)]. The Contracting Authority
accepts no liability whatsoever in respect of any information provided which is
subsequently released or in respect of any consequential damage suffered as a result
of such disclosure.
6.14 Tax Clearance Status
It will be a condition of award of contract that the successful tenderer(s) can promptly
produce evidence of their tax clearance status, if not already submitted to the
Contracting Authority. This tax clearance status must be maintained throughout the
lifetime of the contract.
6.15 Applicable Law
Tenderers should be aware that national legislation applies in other matters such as
[list any relevant national legislation]. Tenderers must have regard to statutory terms
relating to minimum pay and to legally binding industrial or sectoral agreements in
preparing tenders and in delivering contracts awarded to them.
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
15
The contract[s] awarded on foot of this tender process will be governed by [Name of
jurisdiction] law.
6.16 Clarification of Tenders
To assist in the examination and comparison of tenders, the Contracting Authority may
ask tenderers for clarification of their bids, including breakdowns of unit prices. No
change in the price or substance of any tender shall be sought, offered or permitted. To
assist in finalising the tender evaluation, selected tenderers may be invited to attend
clarification meetings with the Contracting Authority.
6.17 Correction of Errors
Detailed pricing of all tenders will be examined for errors that might alter the tender
pricing as determined from the figures on the tender form or as between the hard copy
and electronic versions of the tender. In general, the following approach will be applied
to manifest errors:
(a) Where there is a discrepancy between the hard copy and the electronic
copy of the tender, the hard copy will take precedence.
(b) Where there is a discrepancy between amounts in figures and words the
amount in words shall apply.
(c) Where there is a discrepancy between the unit price and the total
amount derived from the multiplication of the unit price and the quantity,
the unit price as quoted will normally govern unless, in the opinion of the
Contracting Authority, there is a gross mathematical error in the unit
price, in which event the total amount as quoted will govern.
The amount stated in the tender form will be adjusted by the Contracting Authority in
accordance with the above procedure and, with the agreement of the tenderer, shall be
considered as binding upon the tenderer. Without prejudice to the above, a tenderer
not accepting the correction of their tender as outlined may have their tender rejected.
6.18 Change in the Composition of a Tender
The Contracting Authority reserves the right, but is not obliged, to disqualify any
tenderer that makes any change to its composition after submission of a tender.
6.19 Interference and Inducement to Purchase
Any tenderer attempting to unduly influence the Contracting Authority or any other
relevant persons or bodies in the process of examination, clarification, evaluation and
comparison of tenders and in decisions concerning the award of contract shall have
their tender rejected.
6.20 Notification of Outcome [Required if contract is above EU threshold]
All tenderers will be informed of the outcome of their proposals following tender
evaluation and any necessary clarifications. Potential outcomes can be:
a) Letter of Intent of award of contract.
b) Letter of Regret.
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
16
6.21 Award of Contract [Required if contract is above EU threshold]
The Contracting Authority will undertake not to award the contract for a period of at
least [standstill period according to national legislation] from the date of notification of
unsuccessful tenderers (‘standstill period’).
Following the award of contract, an award notice will be despatched to the Official
Journal of the European Union announcing the results of the competition no later than
48 days after the award of contract. It should be noted that it is standard practice for
the Contracting Authority to include the price of the winning tender or the range of
prices of tenders received in the publication of the award notice as required under
European procurement rules.
6.22 Payment
A schedule of payments will be agreed with the successful tenderer. The Contracting
Authority operates in accordance with the [(Late Payment in Commercial Transactions)
Regulations – if applicable]
6.23 Cancellation of Procedure
Please note that the Contracting Authority is not obliged to award any contract on foot
of this procedure. The Contracting Authority reserves the right to cancel the procedure
at any time, including where funding for the project or approval of the competent
authorities is not forthcoming.
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
17
Appendix 1 – Form of Tender
(Sample only - change as required)
THIS FORM OF TENDER MUST BE COMPLETED AND RETURNED BY ALL
TENDERERS.
To: The Contracting Authority
From: __________________________________________________
1. I/We have examined the tender documentation and hereby offer to
provide the Supplies in accordance with the Tender Documents and
the attached Detailed Breakdown of Costs.
COST OF TENDER
Total
(Excluding VAT)
Proposed Total Fee for supply, d
elivery,
installation, maintenance and disposal of X
laser MFDs
€
Cost of Warranty
€
Usage Cost
(Total Cost iv from Appendix 1A)
€
This offer will remain open for acceptance by you for a period of 6
months from the closing date for receipt of tenders.
2. We acknowledge that you are not obliged to accept the lowest or any
offer and that this contract award procedure may be cancelled by you.
3. We undertake to deliver the Supplies in accordance with the terms and
conditions of the tender specification.
4. We acknowledge that all costs and expenses incurred by us in
producing and submitting this offer will be borne by us in full.
5. We undertake to treat the details of this contract as private and
confidential. We acknowledge that no part of these documents may be
transmitted by us to a third party.
Signed: ________________________________________ Date: ________________
Name in Capital Letters: _____________________________________________
On behalf of: _________________________________________________________
Address: _____________________________________________________________
_____________________________________________________________
Telephone: ___________________ E-mail: ____________________________
**Failure to sign this Form of Tender will invalidate the offer**
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
18
Appendix 1A – Detailed Breakdown of Costs
(Change as appropriate)
Item
Quantity
Unit Price in
€
(ex VAT)
Total Cost
in
€
(ex VAT)
i) Laser MFDs as
specified in
Section 4.1
ii) Delivery
iii) Installation
iv) Usage†
Typical Energy
Consumption
(kWh/week) * Expected
usage period in weeks *
Number of MFDs
€0.15/kWh††
v) Maintenance
vi) Disposal
†This column gives one example of how costs during the usage phase might be
calculated. The contracting authority should determine the most effective and accurate
means of calculating life-cycle cost. Further information and guidance on this is
available at www.smart-spp.eu
†† This figure is provided for reference, the contracting authority should check the
average price for electricity paid during the previous 2-3 years and insert the relevant
figure here.
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
19
Appendix 2 – Declaration under Article 45 of Directive 2004/18/EC
THIS FORM MUST BE COMPLETED AND SIGNED BY A DULY AUTHORISED
OFFICER OF THE TENDERER’S ORGANISATION
Name of Tenderer:
Address:
Please tick Yes or No as appropriate to the following statements relating to the current
status of your organisation.
No.
QUESTION
YES
NO
Please
1. The Tenderer is bankrupt or is being wound up, or its affairs are being
administered by a court, or it has entered into an arrangement with creditors
or has suspended business activities or is in any analogous situation arising
from a similar procedure under national laws and regulations.
2. The Tenderer is the subject of proceedings for a declaration of bankruptcy,
for an order for compulsory winding up or administration by a court or for
an arrangement with creditors or of any other similar proceedings under
national laws and regulations.
3. The Tenderer, a Director or Partner, has been convicted of an offence
concerning professional conduct by a judgment which has the force of res
judicata or has been guilty of grave professional misconduct.
4. The Tenderer has not fulfilled its obligations relating to the payment of
taxes or social security contributions in any jurisdiction in which the
Tenderer is located or has operations.
5. The Tenderer, a Director or Partner has been found guilty of fraud.
6. The Tenderer, a Director or Partner has been found guilty of money
laundering.
7. The Tenderer, a Director or Partner has been found guilty of corruption.
8. The Tenderer, a Director or Partner has been convicted of being a member
of a criminal organisation.
9. The Tenderer has been guilty of serious misrepresentation in providing
information to a public buying agency.
10.
The Tenderer has contrived to misrepresent any information relevant to this
proposal.
I certify that the information provided above is accurate and complete to the best
of my knowledge and belief. I understand that the provision of inaccurate or
misleading information in this declaration may lead to my organisation being
excluded from participation in this and future tenders.
Signature
Date
Print Name
Position
Telephone Email
Sample Tender Document for Energy Efficient Laser MFDs (Open Procedure)
20
Appendix 3 - Maximum TEC values corresponding to Topten EEI
Specification 2 requires that laser MFDs must not exceed the following maximum TEC
in kWh/week.
All products with TEC values below these thresholds are currently considered to be
Topten laser MFDs:
Speed (ipm)
Max. TEC
(kWh/week)
Speed (ipm)
Max. TEC
(kWh/week)
Speed (ipm)
Max. TEC
(kWh/week)
Speed (ipm)
Max. TEC
(kWh/week)
b/w
Colour
b/w
Colour
b/w
Colour
b/w
Colour
1
0,68
1,44
26
1,09
1,83
51
4,15 4,46
76
8,12 8,46
2
0,68
1,48
27
1,21
1,94
52
4,27 4,56
77
8,37 8,67
3
0,68
1,52
28
1,33
2,04
53
4,39 4,67
78
8,61 8,88
4
0,68
1,56
29
1,45
2,15
54
4,52 4,77
79
8,86 9,09
5
0,68
1,60
30
1,58
2,25
55
4,64 4,88
80
9,10 9,30
6
0,68
1,64
31
1,70
2,36
56
4,76 4,98
81
9,35 9,51
7
0,68
1,68
32
1,82
2,46
57
4,88 5,09
82
9,59 9,72
8
0,68
1,72
33
1,94
2,57
58
5,01 5,19
83
9,84 9,93
9
0,68
1,76
34
2,07
2,67
59
5,13 5,30
84
10,08 10,14
10
0,68
1,80
35
2,19
2,78
60
5,25 5,40
85
10,33 10,35
11
0,72
1,84
36
2,31
2,88
61
5,37 5,51
86
10,57 10,56
12
0,77
1,88
37
2,43
2,99
62
5,50 5,61
87
10,82 10,77
13
0,81
1,92
38
2,56
3,09
63
5,62 5,73
88
11,06 10,98
14
0,86
1,96
39
2,68
3,20
64
5,74 5,94
89
11,31 11,19
15
0,90
2,00
40
2,80
3,30
65
5,86 6,15
90
11,55 11,40
16
0,95
2,04
41
2,92
3,41
66
5,99 6,36
91
11,80 11,61
17
0,99
2,08
42
3,05
3,51
67
6,11 6,57
92
12,04 11,82
18
1,04
2,12
43
3,17
3,62
68
6,23 6,78
93
12,29 12,03
19
1,08
2,16
44
3,29
3,72
69
6,41 6,99
94
12,53 12,24
20
1,13
2,20
45
3,41
3,83
70
6,65 7,20
95
12,78 12,45
21
0,91
1,68
46
3,54
3,93
71
6,90 7,41
96
13,02 12,66
22
0,95
1,71
47
3,66
4,04
72
7,14 7,62
97
13,27 12,87
23
0,98
1,74
48
3,78
4,14
73
7,39 7,83
98
13,51 13,08
24
1,02
1,77
49
3,90
4,25
74
7,63 8,04
99
13,76 13,29
25
1,05
1,80
50
4,03
4,35
75
7,88 8,25
100
14,00 13,50
