The present Invitation to Bid

Invitation to bid
Ref: Amman, ١٧ ,October, 2011
Dear Sir/Madam;
Subject: procurement of a number of custom built, fully equipped paramedic
ambulances of different types (4x2, 4x4 and specialized vehicles)
The General Directorate of Civil Defense (GDCD) hereby solicits your bid for the supply
of the following vehicles according to the attached specifications:
1. Qty of (60) custom built, fully equipped paramedic ambulances (4x2 vehicles).
2. Qty of (40) custom built, fully equipped paramedic ambulances (4x4 vehicles).
3. Qty of (10) custom built, fully equipped paramedic ambulances specialized for
narrow streets and difficult terrain (4x4 vehicles).
1. Instructions to bidders:
1.1. All documents must be submitted in English. All correspondences must be done
in English.
1.2. The bids should be submitted through cooperation between a Swiss Supplier and
a local Jordanian agent (Local Agent) under the following conditions:
a. To be eligible suppliers 1 must be domiciled in Switzerland and registered in
the Swiss commercial registry. They should have a local Jordanian agent.
b. All eligible international manufacturers and suppliers participating through
manufacturers and suppliers (including affiliates or branches) domiciled in
Switzerland and registered in the Swiss commercial registry should have a
local Jordanian agent.
c. Local agents or branches
o Have to be registered in the commercial registry of the Ministry of
trade and industry of the Hashemite Kingdom of Jordan and should
have a valid vocational license in any or all of the following fields:
body building, chassis or medical equipment.
1 Note: Supplier means any (Swiss) company entrusted with the design, manufacturing or assembly,
delivery and commissioning of equipment for ambulance vehicles, as well as training of staff relating to the
use of the ambulance vehicles and its equipment. A Supplier must be able to deliver a fully equipped
ambulance vehicle, to assure staff training for the vehicle and equipment and have corresponding
experience and references. Equipment means the totality of all hardware supplied for this project, financed
under the Jordanian-Swiss Mixed Financing Agreement II”
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o Should demonstrate their capability to undertake the after sale services
for the body building, chassis, full maintenance and medical
equipment - In case the local agent cannot undertake the after sale
services for all of them (body building, chassis and medical
equipment), he has to propose an alternative solution acceptable to the
GDCD.
o Are liable for outsourced services as well as their own.
1.3. All supplied equipments have to be either of Swiss origin or at least account for
a Swiss added value in accordance with the provisions of the Swiss Export Risk
Insurance 2 . The Bidder shall clearly indicate the Swiss Added value (SAV) in
his bid and precise the origin of each item offered, including services, in the
corresponding price schedules. It is the responsibility of the Bidder to provide
supporting evidence if and when requested by the Purchaser.
2. Purchasing Tender documents:
A copy of the vocational license and commercial register of the local agent are
required for getting the approved tender documents after paying the costs (JD
100), to be allowed to participate in the tender.
3. Submission of bids:
3.1 Bids must be delivered by hand to the below mentioned address before 12:00 pm
Amman time on 17,December, 2011 at :
General Directorate of Civil Defense.
Queen Nour Street
Alshemaisany-Amman-Jordan
Att’n: Lt.Colonel Hassan Yunis Al-Hbahbeh – Secretariat of Procurement
Committee.
Note: It is extremely important to submit offers on time, late offers will be
rejected.
3.2. Partial bids or incomplete offers may not be accepted. The contract will
preferably be awarded to one supplier. However, should the supplier not be able to
cover the entire market, the contract might be split between several suppliers.
3.3. Tenderers are not entitled to any compensation for the preparation of the bid.
3.4. The offers shall be submitted in two separate envelopes, the first for technical
offers and original catalogues, and the second for the financial offer.
3.5. All prices should be expressed in Swiss Francs (CHF) at a guaranteed fixed
price throughout the duration of the project.
2 The absolute minimum Swiss added value accepted by the Swiss Export Risk Insurance (serv) is 30%.
High margin commercial transactions that do not involve processing or finishing in Switzerland and are
conducted by trading companies domiciled in Switzerland are NOT eligible. The Swiss Export Risk
Insurance (serv) is compulsory and for SAV between 30% and 50% a premium above regular insurance
rates applies.
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3.6. All supplied equipment shall be exempt from any taxes, customs duties and/or
other charges. This exemption does not include stamp fees of 0.6% on the
contract according to Jordanian stamp fees law applicable in the period of
signing the contract.
3.7. A tender bid bond, at the fixed amount of 300.000 JD, in the form of an
unconditional, irrevocable bank guarantee issued by a Jordanian bank valid for
120 days from the date of the closing time for the receipt of tenders, should be
enclosed in a sealed envelope.
3.8. The envelope of technical offers, the envelope of the financial offer and the
envelope of the bid bond should be enclosed in one large envelope or package.
which should be neutral without company branding
3.9. Each internal envelope or package should be labeled with the following
information:
• Company name (Swiss Supplier and Local Agent)
• RFT reference number
• Tender title including type of enclosed tender documents
• Closing date and time
3.10. The following original documents must be enclosed in the technical offer:
• An authorization from the Supplier to the Local Agent to represent him
in the tender process and to assure local maintenance in case of an order.
• Excerpt from Swiss register of commerce stating the Supplier's
registration.
• Commercial registry certificate for the Local Agent issued by the
Ministry of trade and industry, and a valid vocational license in any or all
of the following fields: body building, chassis or medical equipment.
• Company profile for both the Supplier and the Local Agent.
• Declaration that the equipment or facilities are offered free of all third
party claims for infringement of intellectual property rights (patents,
license, trademarks, etc.).
• List of orders of similar scope and nature including quantities that have
been successfully completed by the Supplier in the last ten years.
• Providing an income tax clearance and the taxation number of the Local
Agent.
3.11. The submitted technical proposals shall be in conformity with the specifications.
The use of the proposed “specifications form” is mandatory; other forms will be
rejected. The tenderer should fill in the Technical Specification sheet enclosed in
the tender documents.
3.12. The Successful Tenderer shall be offered payment by an irrevocable letter of
credit allowing partial shipments.
The letter of credit shall be utilized as follows:
• 5% of the contract value as down payment, available against presentation
of a simple receipt by the Supplier to the relevant Swiss Bank, and
against presenting a bank guarantee equal to the value of this down
payment, in the form of an unconditional irrevocable bank guarantee
issued by a Jordanian bank valid for the date of the final delivery.
• 10% of the contract value pro rata delivery, available against presentation
of the shipping documents specified in the letter of credit and / or upon
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endering of services against presentation of the documents specified in
the letter of credit. All fees and commissions in connection with the
opening of the letter of credit are to be covered by the GDCD.
• The remaining portion of 85% of the contract value shall be due and
payable pro rata upon delivery/rendering of services, disbursed in
conjunction with the utilization of the 10% portion of the above letter of
credit.
• All contracts and letters of credit shall include a clause stating that:
“Financing of 100% of the contract shall be made under the Jordanian-
Swiss Mixed Financing Agreement II”.
3.13. Proposals should remain valid at least 120 days after the closing date for
submission.
3.14. The GDCD has the right, before contracting, to increase or decrease the item
numbers provided the increase/decrease does not exceed 30%– other terms of
the contract remaining the same.
3.15. In tabling this offer, the tenderer certifies having received all the information
needed to establish his offer accurately; he acknowledges having read and
accepted the conditions of this bid, and the technical specifications. In particular,
the bidder recognizes that:
3.15.1. The tenderer will submit formally that all terms and conditions are
always interpreted in the sense of best execution.
3.15.2. All work and supplies, although not specified or detailed in this bid, but
necessary to perform the contract or directly related to it are included in
the proposed prices. The tenderer shall in no circumstances invoke
insufficient explanations to realize a gain or a price increase. For the
same reasons, he cannot claim to be relieved of his obligations.
3.15.3. Delivery date statements have to be included both in the technical and
financial offers - partial shipment is requested (maximum of 10 batches)
within the tender agreed period for delivery. The delivery terms should
be CIF (as per IncoTerms 2010), Aqaba harbor, Jordan.
3.15.4. The Supplier shall operate and provide needed training on these vehicles
locally as requested in the Technical Specifications and to the satisfaction
of the GDCD.
3.15.5. The general conditions of the tenderer shall apply insofar as they do not
derogate from the conditions of this tender.
3.15.6. The Supplier shall be committed to host an official delegation consisting
of five officers for five working days for inspection of the prototype
vehicles before shipping to Jordan.
3.15.7. All vehicles shall be brand new (100%), 2012 production year or above.
The awarded company shall be committed to provide a Certificate of
origin of the vehicles (equipment, chassis and totality of hard ware
supplied).
3.16. All questions and enquiries regarding this tender shall be submitted in written
form to ten@cdd.gov.jo. All questions and issues will be addressed
simultaneously and sent to all interested bidders.
3.17. The GDCD shall not be deemed responsible for any financial or legal
consequences which could arise from canceling or amending the tender.
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4. Opening and evaluation:
4.1. The bids shall be reviewed according to objective, verifiable and relevant
criteria.
4.2. The proposals shall be opened by the procurement committee, then evaluated
and ranked according to the following subsequent procedure :
4.2.1. Opening of the technical offers by the procurement committee.
4.2.2. Evaluation of the technical offers by a specialized technical committee
which will be formed by the procurement committee.
4.2.3. The technical committee submits its signed assessment report, with the
sum marks of each complying offer and the lacking points of incomplete
offers.
4.2.4. The procurement committee opens the bid bonds and the financial offers.
4.2.5. The contract will be awarded to the Supplier submitting the most
economically advantageous offer according to the following formula:
4.2.5.1 Max 100 points :
60pts: technical offer mark/the highest mark in the offers on
the following main subcriterias:
- Vehicle Specifications (Chassis) 25pts
- Patient Cabin 14pts
- Medical Devices 11pts
- Maintenance & Training 10pts
40pts: P min / P x 40, where P min is the price of the lowest
compliant offer and P is the price of the evaluated bidder's
offer
4.2.6. The successful bidder will be notified. The unsuccessful companies will
be informed that their tender/quote was not favorable with the lacking
points.
4.2.6.1. Unsuccessful companies have the right for objection within 10 days
from notification from the procurement committee.
4.2.6.2. The procurement committee of the Jordan Civil Defense will
consider the objections submitted and issue their decision thereon
within a period not exceeding two weeks. The right to appeal this
decision to the competent Court in Jordan remains. The Civil
Defense Procurement Committee has to be informed about the
objection at the competent Court within 48 hours from the
objection date by an official letter.
4.2.6.3. If no objection is handed in within 10 days the market is awarded
to the successful bidder.
4.2.7. Stamp fees of 0.6% of the contract value should be paid by the supplier
after the written notification of awarding and before signing the contract.
4.2.8. The contracts shall be conducted between the GDCD and the Supplier.
Before signing the supply contract, the State Secretariat for Economic
Affairs (SECO) of the Swiss Federal Department of Economic Affairs
and the consortium of Swiss banks have to approve it (non objection).
4.2.9. The awarded company shall provide an unconditional, irrevocable
performance bond valid until the final delivery within 28 days of
suppliers notification or awarding and issued by a Jordanian bank at the
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ate of 10% of the contract value. After submitting the performance
bond, the bid bond will be returned to the Supplier.
4.2.10. The awarded company or its local agent in Jordan shall undertake to
provide an Unconditional Warranty against manufacturing defects for a
two year period from the date of actual receipt of the vehicles. Such
Warranty must cover the value of the contracts (100%) together with the
expenses (15%).
4.2.11. The awarded company or its local agent in Jordan shall provide an
unconditional maintenance bond at the rate of 3% of the contract value,
in the form of an unconditional, irrevocable bank guarantee issued by a
Jordanian bank valid for one year from the date of actual receipt of the
vehicles (such maintenance bond shall be activated only after the
performance bond).
4.2.12. Based on GDCD regulations, the costs of tender advertisement shall be
covered by the awarded company.
This tender and all subsequent processes will be conducted according to the military
supplies regulations, Civil Defense supplies instructions, and the Tripartite Project
Agreement between the Government of the Swiss Confederation, the Government of the
Hashemite Kingdom of Jordan and the GDCD on the Project of “Developing Jordan
Civil Defense Ambulance Services”.
The tender documents include:
- The present Invitation to Bid
- The Technical Specifications
- The Contract Form
For further enquiries, please contact us on
Tel: +962(0)65663275
E-mail: ten@cdd.gov.jo
Staff /Brigadier
Head of Civil Defense Procurement Committee
Ahmed Ali Al-Momani
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