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Frequently asked questions about the Invitation to Bid, Ref. No ITB/BGR/00071115/001/2010

Here you will find the answers to frequently asked questions about the Invitation to Bid for delivery, installation and support of information and communication technologies (ICT) equipment for public libraries (Ref. No ITB/BGR/00071115/001/2010).


1. We are a trade representation in Bulgaria of an international ICT brand and as such we are not registered as per the Bulgarian Trade Law. All sales and services are carried out by authorized by us corporate partners - major companies from the ICT industry. The question in this regard is whether an authorized corporate partner can participate in the tender?

Participation in the international procurement procedure through the present Invitation to Bid is open on equal terms to Bulgarian and foreign legal entities. Eligible Bidders can be either companies or consortiums that meet the eligibility characteristics and requirements, qualifications and conformity to the Invitation to Bid package.

The tender is also advertised nationally and internationally.

2. Must the bidding documents be purchased, or can they be downloaded from www.undp.bg?

All tender documentation for this procedure is free of charge. The bid documents can be downloaded from the following two sites: http://www.undp.bg/tenders.php and http://www.glbulgaria.bg/en/page.php?c=42

3. Is it obligatory for the companies to be UNDP registered in order to be eligible bidders for this bid?

Participation in the international procurement procedure through the present Invitation to Bid is open on equal terms to Bulgarian and foreign legal entities. Eligible Bidders can be either companies or consortiums that meet the eligibility characteristics and requirements, qualifications and conformity to the Invitation to Bid package.

4. Please confirm that according to Clause 12 (a) the Bid Security is 250,000 USD (two hundred fifty thousand).

Yes, the amount of the Bid Security is 250,000 USD, as specified in Clause 12 (a) of Annex I - Instructions to Bidders.

5. Please confirm that the quantity of Requested Laptops, Desktops and Servers to be delivered in Phase I, II and III will be the following:


ICT Equipment

Phase I

Phase II

Phase III

Total

Laptop:

157

12

5

174

Desktop:

2897

977

736

4610

Server:

27

0

0

27

 

The total quantities of the ICT equipment are as per Table 2 of Annex II - Technical Specifications and Requirements of the Invitation to Bid. The quantities of laptops, desktops and servers for Phase I are as follows:

Laptops - 157
Desktops - 2897
Servers - 27

For Phases II and III the exact quantities of ICT equipment will be known after the next wave of libraries have been approved and the ICT equipment for each library has been specified. The awarded contract will be for the total quantity of ICT equipment for all three phases. The variations for Phases II and III will be managed as per Clause 22. UNDP's Right to Vary of Annex I - Instructions to Bidders. Delivery of ICT equipment will be carried out as per the Delivery Plan approved for each Phase.

6. In Annex I, Section C (Preparation of Bids), item 9.3 (a) is stated that: "In order to demonstrate they meet all eligibility characteristics and requirements, Bidders shall submit supporting documents in English or in legalized translation into English in accordance with the list below".
Please advise whether a legalized translation of these documents is obligatory or the original translation, done and verified by a registered Translation Agency, shall be considered sufficient.

For the documents, which are not issued in English, the following requirements shall apply:

  • Legalization shall be required for all official documents in Annex I, Section C (Preparation of Bids), item 9.3 (a) which are not issued in English, including the certificate of incorporation, notary certified documents, etc. The requirement for legalizations shall be waived for the documents, which are issued in the countries, which are parties to the Convention Abolishing the Requirement Of Legalisation For Foreign Public Documents - an apostil shall be required for such documents only. The text of the Convention, and list of the States, which are parties thereto, are available at:
  • All other documents which are not issued in English shall be accompanied by a translation in English by a certified translator (registered Translation Agency).

7. In Annex I, Section C (Preparation of Bids), item 9.3 (h) is stated that: "...Hard copies of the CV and the valid relevant certificate(s) for each employee in the two lists above shall be submitted by the Bidder. The Bidder shall also submit documentary proof that the listed certified employees are personnel of the Bidder and will be available to support the offered ICT equipment for the period of the Contract" while in Annex VI, Form 1, Bidder Profile and Professional Experience, item. 3.4 is stated that "For the listed personnel above, CVs, diplomas, certificates, professional qualifications, individual references, etc. should be available upon request".

Please clarify. Do we need to present in our Bid copies of CV, diplomas and the valid relevant certificate(s) for each employee?

Yes, the Bidder needs to present in their Bid, copies of the CV, diploma and the valid relevant certificate(s) for each employee, as specified in Annex I, Section C (Preparation of Bids), item 9.3 (h).

In case that we have to submit with our bid a documentary proof that the listed certified employees are personnel of the Bidder and will be available for the period of the contract, please specify what type of documentary proof shall be find appropriate.

Copies of the contracts with the relevant employees allocated by the Bidder for the period of the Contract represent an acceptable documentary proof that the listed certified employees are personnel of the Bidder and will be available for the period of the Contract. At all times of execution of the Contract, the Contractor must maintain a pool of 30 IT support staff in accordance with the ITB requirements.

8. In Annex I, Section D (Submission of Bids), item 14-b-iii is stated that each bidder has to present "Original hard copies of the following documents:"
Please advise whether notarized copies of these documents, instead of their originals, will be considered sufficient.

Yes, notarized copies of the documents listed in Annex I, Section D (Submission of Bids), item 14-b-iii are acceptable.

9. In Annex I, Section D (Submission of Bids), item 14-b-iv is stated that: "Original hard copies of the following documents establishing the Bidder's qualifications and conformity to bidding documents:"
- User Documentation;
- Warranty and Maintenance Documentation;

while in columns F and G in Annex VI - Form 4, ICT Equipment Documentation is stated that these documents are to be presented in the following formats: "User Documentation (electronic copy only), Warranty and Maintenance Documentation (electronic copy only)".
Please advise us how we should present these documents - on hard copy, on electronic copy or both.

Both a hard copy and an electronic copy of the documents listed in Annex I, Section D (Submission of Bids), item 14-b-iv and in columns F and G in Annex VI - Form 4, ICT Equipment Documentation should be submitted.

10. In order to be able to offer you the best possible solution, corresponding to the needs of the libraries, please clarify, since it is not explicitly prohibited in the Bidding Documents, is it acceptable to submit, along with the original bid, an alternative proposal with superior functionality and performance.

Only an original Bid should be submitted. If a Bidder submits an alternative proposal to the original Bid, this proposal will be disregarded.

11. In order to facilitate us in offering the most appropriate equipment and hardware configurations that are required to ensure efficient performance of each of the six different library types, please specify what is the operational purpose of the equipment destined for each separate library type.

The general operational purpose of each ICT equipment item corresponds to the general operational purpose by type of ICT equipment item regardless of the location of ICT equipment items in the ICT package(s) (see table below).


No

ICT Equipment Items by Type

General Operational Purpose of ICT Equipment Items by Type

1

Laptop

Will be used by librarian(s) for daily work in the library and for presentations.

2

Desktop

Will be used by library users or librarian(s) for daily work in the library.

3

Server

Will be used for print and file sharing in the district libraries only.

4

Color Printer

Will be used for printing only colour requests from librarian(s) and library users.

5

Multifunctional Printer Type A

Will be used for servicing all print requests (e.g. print and scan requests) in the library.

6

Multifunctional Printer Type B

Will be used for servicing all print requests (e.g. print and scan requests) in the library.

7

Projector (including screen with stand)

Will be used for presentations and trainings.

8

Router

Will be used for connecting the internal library network to the Internet service provider of the library.

9

Switch Type A

Will be used for connecting the relevant ICT devices in the library to the router.

10

Switch Type B

Will be used for connecting the relevant ICT devices in the library to the router.

11

Switch Type C

Will be used for connecting the relevant ICT devices in the library to the router.

 

12. In your technical specification - item 7, Projector - there is a requirement for minimum resolution of 1024x768.
Please advise whether this requirement applies to the native or to the maximum compressed resolution.

The requirement for a minimum resolution of 1024x768 for Item 7, Projector applies to the native resolution mode.

13. In case that the Bidder's firm is registered or re-registered under the Bulgarian Commercial Register Act, please advise whether notarized copies of Bidder's Certificates of Court Registration are required, or we may enclose a verified copy of our certificate issued by the Commercial Register under Art. 23 of the Bulgarian Commercial Register Act, instead. In case that we have to enclose notarized copies of the Certificates of Court Registration, please advise whether it will be sufficient if we enclose notarized copies of first and last court decisions.

According to section 9 (a) (i) of the Instructions to Bidders (Annex I to ITB) the bidders are required to present: for Bulgarian legal entities or sole traders - Court and VAT registration, BULSTAT registration or certificate from the Commercial Register under Art. 23 of the Bulgarian Commercial Register Act and for foreign persons - certificates for incorporation under the law of the country in which the candidate is established. The Certificate of the current legal status/registration of the Bidder issued by the competent authority certificates for incorporation under the law of the country in which the Bidder is established not earlier than three months of date of submission of the Bid (section 9 (a) (ii)).
In case that the Bidder's firm is registered or re-registered under the Bulgarian Commercial Register Act, the certificate issued by the Commercial Register under Art. 23 of the Bulgarian Commercial Register Act is required only. Please follow the instructions as to the language of the official documents specified in section 9 (a) of the Instruction to Bidders.

14. Regarding Annex II, Technical specifications and requirement, Table 3. Technical Specifications, Specific Requirements for Individual ICT Equipment Items, ICT Equipment Item No. 1 - Laptop - "Memory card reader 6 in1 or similar": The memory card readers integrated in laptops produced by different vendors supports different range of memory card types. As the requirement for memory card reader 6 in1 or similar is not so clear, please specify what should be considered as "similar" and which memory card types should be supported by memory card reader?

The requirement for "Memory card reader 6in1 or similar" will be met if the offered memory card reader supports at least six memory card formats.

15. Regarding position 6 - Multi-functional printer type B: There is a requirement for maintenance of "Digital sending features to e-mail; folder". This is a functionality of devices, which requires a Network option (at least 10/100Base-TX Ethernet). At the same time as a Network option you require only USB 2.0 connectivity. Concerning the characteristics you had given, please specify:

  • Do you require "Digital sending features to e-mail; folder" using the Network option (at least 10/100Base-TX Ethernet) or
  • It is enough to offer device with the opportunity for scanning and recording on the local computer through USB 2.0 connectivity with further reference to e-mail?

We do require only standard USB 2.0 compliant interface. The requirement "Digital sending features to e-mail; folder" will be met if the Multifunctional Printer offered allows scanning and storing images in a folder on the computer.

16. Our company was re-registered in the Commercial Register under Art. 23 of the Bulgarian Commercial Register Act in 2009. Taking this into consideration, please answer us:

  1. Must we submit copy of the Court, VAT and BULSTAT registrations?
  2. The Certificate of the current legal status will be issued from the Registry Agency. Will you accept such document?

According to section 9 (a) (i) of the Instructions to Bidders (Annex I to ITB) the bidders are required to present: for Bulgarian legal entities or sole traders - Court and VAT registration, BULSTAT registration or certificate from the Commercial Register under Art. 23 of the Bulgarian Commercial Register Act and for foreign persons - certificates for incorporation under the law of the country in which the candidate is established. The Certificate of the current legal status/registration of the Bidder issued by the competent authority certificates for incorporation under the law of the country in which the Bidder is established not earlier than three months of date of submission of the Bid (section 9 (a) (ii)).
In case that the Bidder's firm is registered or re-registered under the Bulgarian Commercial Register Act, the certificate issued by the Commercial Register under Art. 23 of the Bulgarian Commercial Register Act is required only. Please follow the instructions as to the language of the official documents specified in section 9 (a) of the Instruction to Bidders.

17. With regard to the requirement for submission of copies of contracts proving experience as contractor of similar projects, would it be possible to translate only the first, the last and the page with the respective amount of the contract, and not the whole contract itself?

The circumstances stated in the list under Section 1.4. Experience as contractor of similar projects of the FORM 1. Bidder profile and professional experience (ANNEX VI to ITB) require proof in the form of certified copies of contracts and/or references. The enclosed evidence should unequivocally indicate the value of contract, the period of implementation (time of completion), subject of contract and parties to the contract. These requirements are valid both for contracts and references submitted by the Bidder. Please follow the instructions as to the language of the documents specified in section 9 (a) of the Instruction to Bidders.

18. Regarding Section C, Art. 9. 2. Eligibility Requirements, Financial Resources Capacity, could you please answer the following:

  1. Which years have to be taken into consideration for the calculation of the Net working capital and the Quick ratio? Maybe they are 2006, 2007 and 2008?
  2. The requirements of USD 500 000 Networking capital and 1 or higher Quick ratio have to be fulfilled for each separate year 2006, 2007 and 2008 or they have to be sum of the values for the three years.
  3. Which kind of documentary proof of the above requirements will satisfy the tender commission - declaration, Balance Sheets, Profit/Loss Account?
  1. The years which have to be taken into consideration when calculating the net working capital and quick ratio are 2006, 2007 and 2008.
  2. The requirement for net working capital of USD 500,000 or higher and quick ratio of 1 or higher has to be met separately for each year 2006, 2007 and 2008.
  3. The documentary proof that is required for proving the financial resources capacity of the Bidder is the Annual Balance Sheet and Profit/Loss Account for the previous consecutive three years (2006, 2007 and 2008).

Additional clarification regarding Section C, Art 9.2. Eligibility Requirements, Financial Resources Capacity:
The requirement for net working capital of USD 500,000 or higher has to be met separately for each year 2006, 2007 and 2008. The requirement of a quick ratio of 1 or higher applies as an average for years 2006, 2007 and 2008 (i.e. the average of the quick ratios for each year 2006, 2007 and 2008). Both requirements represent financial indicators (net working capital and quick ratio) which are used in their totality when evaluating the current liquidity capacity for the performance of the contract.

19. With regard to Section C, Art. 9. 2. Eligibility Requirements, Financial Resources Capacity, could you please explain what kind of formula do you use for calculating the Quick ratio?

The quick ratio is calculated with the following formula:

Quick ratio = (Current assets-Inventories)/Current Liabilities

20. The Legal Department of our Bank proposes some additions to the Bid Security Form. Please answer if these additions are acceptable for the Tender Commission:
"Your request for payment must be present through your bank, stating that the original stamp and signatures appearing thereon are legally binding you."; and
"This guarantee will remain in force up to and including thirty (30) days after the period of validity of the Bid, and any demand in respect thereof should reach the Bank not later than the 30th of October, 2010."

At this stage, the Bid Security Form could not be amended:

  1. It is a UNDP form approved by UNDP Headquarters, therefore HQ clearance will be needed;
  2. Changing a format of document could affect the equal standing of all the bidders.

Invitation to Bid Procedure

Glob@l Libraries - Bulgaria Program
Pre-Bid Meeting
31 March 2010, 14:00 - 16:00 hrs

1. Participants in the Pre-Qualification Procedure have already submitted some of the documents required for the Invitation to Bid procedure. Do these participants have to resubmit the same documents?

All Bidders must submit all necessary documents, regardless of whether they have participated in the Pre-Qualification stage.

2. Until what time can questions regarding the ITB procedure be submitted?

As stated in the Invitation to Bid documentation, questions shall be accepted until one week prior to the deadline of submission of Bids. Response shall be published on the Glob@l Libraries - Bulgaria Program portal, without identifying the source of inquiry. Within the same period UNDP has the right to make clarifications on the ITB procedure which shall also be published on the same portal. It is the responsibility of interested companies to monitor the publications of such clarifications and responses to questions.

3. The participants in the Pre-Qualification Procedure submitted the full set of required documents and they were invited to participate in the ITB procedure on the basis of these documents. What was the purpose of the Pre-Qualification Procedure considering the fact that an open Invitation to Bid has been announced thereafter, wherein all companies participate on equal terms?

The Pre-Qualification Stage is in accordance with UNDP procedures, assisting the identification of interested companies and creating feasible conditions to render the ITB procedure accessible to companies.

4. The building of infrastructure and communication links is not a subject of the Bid. Is it confirmed that these shall be available upon delivery of the ICT equipment?

Yes, libraries included in the Glob@l Libraries - Bulgaria Program are selected on the basis of criteria, among which is the availability of a built infrastructure and Internet network. Compliance with these conditions shall be verified by representatives of the Glob@l Libraries - Bulgaria Program through a minimum of two on-site visits to libraries included in the Program. More information on the application criteria for libraries for inclusion into the Glob@l Libraries - Bulgaria Program is available in the methodology for selection of target libraries, published on the portal of the Program.

5. Should translations of official documents issued by Bulgarian state institutions be legalized or is translation by a certified translator sufficient?

For the documents, which are not issued in English, the following requirements shall apply:

  • Legalization shall be required for all official documents in Annex I, Section C (Preparation of Bids), item 9.3 (a) which are not issued in English, including the certificate of incorporation, notary certified documents, etc. The requirement for legalizations shall be waived for the documents, which are issued in the countries, which are parties to the Convention Abolishing the Requirement Of Legalisation For Foreign Public Documents - an apostil shall be required for such documents only. The text of the Convention, and list of the States, which are parties thereto, are available at:
  • All other documents which are not issued in English shall be accompanied by a translation in English by a certified translator (registered Translation Agency).