Information/Clarification MeetingContract Title:

Supply, Delivery, Installation, Commissioning and Testing of ICT Equipment to the Zambia Medicines

Regulatory Authority (ZAMRA) Location – Southern Africa, Zambia

Publication Ref.: HSSP/ZAMRA/PUB/SUP/2018-001

Held at the Zambia Medicines Regulatory Authority (ZAMRA)9 August 2018, 09.00Hrs

1. What Documents constitute the Tender Dossier

This tender dossier is in 4 parts and is comprised of the following documents:A. Instructions to tenderers B. Draft contract and special conditions, including annexes− Draft contract;− Special conditions− Annex i: general conditions; − Annex ii +iii: technical specifications + technical offer (to be tailored to the specific

project) ;− Annex iv:budget breakdown (model financial offer); and− Annex v: forms.C. Further information− Administrative Compliance Grid− Evaluation GridD. Tender form for a supply contract Annex 1 - Declaration of honour on exclusion and selection criteria…..Form a.14

2. Areas covered by this presentation Contract Notice (which points to what the tender dossier entails) Instructions to tenderers (to be followed strictly to ensure correct compilation of the tender

dossier)Attention to be paid, among others, to the following:

o Eligibility to participate in the tender procedure (point 3)o Origin of the goods (point 4)o No of lots (3) (point 7)o Content of the tender dossier (point 11), which includes:

- Tender submission form and respective declarations;- Technical specifications; - Financial offer;- Financial Identification Form, Legal Entity File;- Description of warranty conditions;- Statement on Origin of goods - Duly authorised signature

o Submission of tenderso Tax arrangements (point 12)

3. Contract Notice Type of procedure (local open) (point 2)

Who is the Contracting Authority (ZAMRA on behalf of the NAO) (point 5)

Description of the contract (supply, delivery, installation, commissioning and testing of ICT Equipment to the Zambia Medicines Regulatory Authority (ZAMRA) (point 6)

Number of lots and respective titles (in this case, there are 3 lots) (point 7)

Eligibility and rules of origin (point 8)

Grounds for exclusion (Tenderers will be required to submit a signed declaration,included in the Tender Form for a Supply Contract, to the effect that, they are not in any of the situations listed in point 2.3.3 of the Practical Guide) (point 9)

Number of tenders that may be submitted by each tenderer (only one tender per lot, meaning that one tenderer cannot submit, for instance 2 bids per lot but can only submit one tender for each of the 3 lots…stated differently, one tenderer can bid for 1 lot only or other combinations or all the 3 lots) (point 10). A tenderer may state in its tender that it would offer a discount in the event that its tender is accepted for more than one lot.

Whether a tender guarantee is required or not (in this case, it is not required) (point 11)

4. Contract Notice cont… Whether a performance guarantee is required or not (in this case, it is not

required) (point 12) Information meeting (this document provided that an optional information

meeting would be held today, 9 August 2018) (point 13) Tender validity (this document also provides and states that the tenders

must remain valid for a period of 90 days after the deadline for submission of tenders. Also to note that, in exceptional circumstances, the Contracting Authority may, before the validity period expires, request that tenderers extend the validity of the tenders for a specific period – this is elaborated in para 8.2 of the instructions to tenders)(point 14)

Period of Implementation of tasks (it is 120 calendar days, from the date of signature of the contract by last party until the provisional acceptance) (point 15)

5. Contract Notice cont…

Selection Criteria (there is need to pay attention to these because if

a tenderer does not meet all of the selection criteria, they will be

excluded from further evaluation) (point 16)

1)Economic and financial capacity of tenderer (in case of a

consortium the criteria will be applied to the consortium) –

applicable per lot.

2)Professional capacity of tenderer

3)Technical capacity of tenderer

6. Contract Notice cont… Deadline for submission (14.30Hrs Zambian Time on 4

September 2018) – Any bid that is received after 14.30Hrs onthis day will be rejected. It will be received but will not beevaluated (point 19).

Tender opening session (15.00Hrs on the same 4 September2018 to be held here, ZAMRA, in public session) (point 20).

Language of the procedure is English (point 21).

7. Instructions to Tenderers (ITT) (Section Aof Tender Dossier)

Supplies to be Provided (point 1 of ITT)

o Lists the 3 lots with respective lot titles (para 1.1)

o The supplies MUST comply fully with technical specifications as set

out in Annex II + III - technical specifications and technical offer

(para 1.2)

8. Instructions to tenderers cont... Time table (shows important dates) (point 2)o First - Clarification/information meeting (9 August 2018)o Second - Deadline for requesting clarifications from the Contracting

Authority (14 August 2018 at 17.00Hrs)o Third - Last date on which clarifications are issued by the

Contracting Authority (24 August 2018 – will be published in the local press)

o Fourth – Deadline for submission of tenders (4 September 2018 at 14.30Hrs)

o Fifth – Tender opening session (4 September 2018 at 15.00Hrs)o Sixth – Notification of award to the successful tenderer (19 October

2018)(provisional)o Seventh – Signature of the contract (19 November 2018)(provisional)

9. Instructions to tenderers cont... Participation (point 3)o Tendering is open on equal terms to natural and legal persons

(participating either individually or in a grouping or consortium of tenders)o Those applying should be nationals of/or companies effectively

established in one of the following:1) Member States of the European Union2) An ACP State3) Country or territory authorized by the ACP-EC Partnership

Agreement under which the contract is financed4) Tendering is also open to international organisations(for details of who can participate, see Annex a2a of the Practical Guideto Procurement And Grants for European Union external actions)

10. Instructions to tenderers cont... o For purposes of proving compliance with this rule (on participation), tenderers being

persons, must present the documents required under that country’s law.o The eligibility rule applies to all members of a joint venture/consortium and all

subcontractors, as well as all entities upon whose capacity the tenderer relies for selection criteria.

o Therefore, the following must certify that they meet the eligibility conditions:- Every tenderer- Member of a joint venture/consortium (if applicable)- Every capacity –providing entity (if applicable) - Every sub-contractor providing more than 10% of the supplies

o The eligibility must be proven by a document dated less than 1 year earlier than the deadline for submission of tenders (in this case, any date between 5 Septemebr 2017 to 4 September 2018. (see details in para 3.3 of the ITT – very important that you pay attention to this)

o Para 3.4 has details of who may not be entitled to participate with regard to exclusion situations as per section 2.3.3 of the Practical Guide (e.g. bankruptcy). Exclusion situations apply to all eligible to participate. Tenderers must provide declarations that they are not in any of these exclusion situations (covering all members of a joint venture/consortium as well as sub-contractors, capacity providing entities and suppliers to tenderers).

11. Instructions to tenderers cont... Origin (point 4)o All goods purchased/supplies under the contract may originate

from any country

12. Instructions to tenderers cont... Lots (point 7)There are three (3) lotso A tenderer may submit a tender for one lot, several or all of the lots.o Each lot will form a separate contract and the quantities will be

indivisible (whole of the quantity indicated not part).o However, if a tenderer is awarded more than one lot, one contract

can be signed to cover all lots.o Should a tenderer grant a discount, this should be clearly indicated

for each lot so that it can be announced during the public tender opening session.

o Contracts will be awarded lot by lot, but the Contracting Authority may select the most favourable overall solution after taking account of any discounts (see par 7.4).

13. Instructions to tenderers cont... Period of validity (point 8)o 90 days.o In exceptional circumstances, may be extended by 40 days.o This extension must be requested, in writing, by the Contracting

Authority.o The successful tenderer will be bound by its tender for a further 60

days (this is added to the validity period of tender irrespective of the notification of award date).

14. Instructions to tenderers cont... Language of tenders (point 9)o English (which is the language of the procedure).o However,

- if the supporting documents are not written in one of the official languages of the European Union, a translation into the language of the call for tender must be attached.

- Where the documents are in an official language of the European Union, other than English, it is recommended to provide a translation into English, to facilitate the evaluation.

15. Instructions to tenderers cont... Submission of tenders (point 10)o Tenders must be received before the deadline (14.30Hrs on 4 Septemebr 2018)

at the correct address during office hours (08.30Hrs – 13Hrs and 14 to 17Hrsworking days only).

o Tenders Must comply with the following submission conditions:1) Tenders must be submitted in one original, marked ‘original’ and five (5)

copies signed in the same way as the original and marked ‘copy’.2) All tenders, including annexes and supporting documents must be submitted

in a sealed envelope bearing only the following:a) the correct address (address to be indicated is the one of ZAMRA);b) reference code for the tender procedure; HSSP/ZAMRA/PUB/SUP/2018-001;c) number of lots tendered for;d) the words ‘Not to be opened before the tender opening session’; ande) name of the tenderer

16. Instructions to tenderers cont...

Content of tenders (point 11)o Please Note: Failure to fulfil the requirements under ‘Content of

tenders’ will constitute an irregularity and may result in rejection ofthe tender.

o Therefore, all tenders must comply with the tender dossierrequirements. The tenders to be submitted MUST COMPRISE thefollowing:1)Part 1: Technical offer2)Part 2: Financial offer3)Part 3: Documentation

17. Instructions to tenderers cont...

Part 1: Technical offero A detailed description of the supplies tendered for in conformity

with the technical offer, including any documentation required.o The technical offer must be presented (strictly) as per template

(Annex II + III – technical offer).Part 2: Financial offero The financial offer must also be presented (strictly) as per template

(Annex IV – Budget breakdown. o An electronic version of the financial offer must be included.

Please Note: Tenders must be presented in Euro.

18. Instructions to tenderers cont... Part 3 – Documentationo The Tender Form for a Supply Contract with Annex 1 ‘Declaration of honour on exclusion

criteria and selection criteria, both duly completed which includes the tenderer’s declaration, point 7 (from each member of the consortium);

o The Financial Identification Form (details of the bank account into which payments should be made);

o The Legal Entity File (details of the entity tendering);

o A description of the warranty conditions (free text format) in accordance with conditions laid down in Article 32 of the General Conditions;

o A statement attesting the origin of the supplies tendered (free text format);

o Duly authorised signature: an official document (in the form of statute, power of attorney, notary statement, etc.) proving that the person who signs on behalf of the company, joint venture or consortium is duly authorised to do so (free text format).

REMINDER: The tenderer has to check that that all necessary documents in the tender to be submitted, are signed and dated (this is a common omission).

19. Instructions to tenderers cont... Taxes and other charges (point 12)o The funding for this contract is fully exempt from duties and other charges

including VAT. Therefore, the price in the tenders should not include taxes.o Please, also refer to general provisions regarding tax and customs arrangements,

that form part of the tender dossier. Additional information before the deadline for submission of tenders (point 13)o Tenderers may submit questions, in writing, to the address given in the tender

dossier, up to 21 days before the deadline for submission of tenders (17.00Hrs on14 August 2018).

o Clarifications will be published in the local media at the latest, 11 days before thedeadline for submission of tenders (24 August 2018).

o Any prospective tenderers that will seek to arrange individual meetings with eitherthe Contracting Authority or the European Union during the tender period may beexcluded from the tender procedure.

20. Instructions to tenderers cont... Clarification meeting (point 14)o This meeting:

- To respond to/answer questions on the tender dossier (forwardedalready or to be raised at this meeting)

- Other than this, no other meeting and/or visits shall be organisedduring the tender period.

Alteration of tenders (point 15)o No alterations after the submission deadline.

20. Instructions to tenderers cont... Costs of preparing tenders (point 16)

o Not reimbursable (to be borne by the tenderer).

Ownership of tenders (point 17)

o The Contracting Authority retains ownership of the tenders.

o Thus, tenderers have no right to have their tenders returned to them.

Opening of tenders (point 19)

o Already covered – 15.00Hrs on 4 September 2018.

Tender Guarantee (point 22)

o Tender guarantee not required for this procedure.

The End!

THANK YOU!