ANNEX I: Individual declaration on the use of the Internet ...



TENDER SPECIFICATION

NEGOTIATED -INVITATION TO TENDER

No. – DELIND/ADM/EUROPE DAY/2013/001

1. Introduction

The contracting authority is the Delegation of the European Union to India, represented by the Head of Delegation or its duly authorised representative.

The Delegation of the European Union to India plans to conclude a service contract with a hotel to host a reception on the occasion of the Europe Day on 9 May 2013 with the general conditions and specifications set out below.

2. REQUIREMENTS /SPECIFICATIONS:

➢ A 5 star or above rated hotel in New Delhi

➢ The hall capacity to easily accommodate minimum 500 and maximum of 700 people

➢ Minimum 6 continental snacks – mix of vegetarian and non vegetarian (please indicate the menu)

➢ Drinks - soft beverages, mineral water, juices and soda

➢ Audio visual equipment

➢ Facility for the host to bring own liquor

➢ Provision to have information desk outside the hall (desk supplied by the hotel)

➢ Large flower arrangement

➢ Flower arrangement on cocktail round tables

➢ Wi-Fi arrangement in the hall

➢ Within 10 km of the Delegation office (preferably Central & South part of Delhi)

➢ Timing – hall to be ready latest by 17:00 hrs (access to the venue for setup should be given at 09:30 hrs)

Annex – 1 to be filled for technical conformity.

3. Payments and standard PURCHASE ORDER

3.1 Payments

Payment for the services will be made by transfer to the contractor's bank account no later than 30 days after receipt of the invoice and supporting documents and approval by the contracting authority. No advance payment will be given.

3.2 Standard Purchase order

The model purchase order that will be used for this contract is attached to the letter of invitation to tender in Annex 2.

When drawing up their tenders, tenderers should take account of the provisions of that contract, in particular the conditions mentioned above.

4. Price

Prices must:

• be denominated in INR and be fixed and not revisable.

• be written according to the Financial tables in Annexes 3

• all taxes must be indicated separately.

5. PRELIMINARY EXAMINATION – EXCLUSION CRITERIA

Prior to the detailed evaluation, the EU Delegation evaluation committee will examine the received tenders to determine whether they are complete, whether the documents have been properly signed and whether all required documents have been submitted. Only those proposals containing all required signed and dated forms and signed and dated price quotation(s) will be further evaluated by the committee; non responsive proposals will be rejected. A declaration (annex 4) from the entity is also must for the qualification of this tender.

6. EVALUATION OF PROPOSAL/COMPARISON OF OFFERS - SELECTION CRITERIA

The EU Delegation evaluation committee will evaluate and compare the tenders which have been determined to be substantially responsive pursuant to point 2 & 4 above. The comparison shall be based on the price as well as on the tenderer demonstrated fulfilling the requirements.

Futhermore, company shall be excluded from participation in a procurement procedure if:

o 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;

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

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

o 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;

o 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;

o 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.

7. AWARD CRITERIA – AWARD OF CONTRACT

• Upon examination and evaluation of the tenderer documentary evidence of its technical capabilities and/or as other information deemed necessary and appropriate, the EU evaluation committee will determine the selected tenderer who has submitted the lowest price offer for the requested services.

• Subject to point 5 and the above paragraph, the EU Delegation will award the contract to the successful tenderer whose offer has been determined to be the lowest evaluated tender, provided further that the tenderer is determined to be qualified and legally capable to perform the contract satisfactorily. A tenderer who gives false information in the tender document about its qualification or who refuses to enter into a contract after notification of contract award shall be excluded from participating in future public procurement procedures of the EU Delegation.

8. NOTIFICATION OF AWARD

• Prior to the expiration of the period of tender validity (90 days), the EU Delegation will notify the successful tenderer in writing that its tender has been accepted. Within fourteen (14) days of receipt of the draft contract, the successful tenderer shall sign and date the contract and return it to the EU Delegation. After the standstill period of fourteen (14) days, the other tenderers will be informed that their tender has not been successful. The parties to the contract shall have it signed within fifteen (15) days of the receipt of notification of awards.

• Failure of the successful tenderer to comply with any of the contractual requirements or in the event of not returning the signed contract within the required deadline, the EU Delegation may make the award to the next lowest evaluated tenderer or call for a new tender.

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