INVITATION TO TENDER
USING THE SIMPLIFIED PROCEDURE
<Date>
Messrs
Preselected Economic Operators,
<Tender Procedure Title>
1.
INTRODUCTION
1.1
Type of Tender Procedure
The University of Cyprus (“Contracting Authority”) is conducting a simplified tender
procedure pursuant to Article 84(1)(b) of the Coordination of Procedures for the
Award of Public Works Contracts, Public Supply Contracts and Public Service
Contracts and for Related Matters Law of 2006 (L.12(I)/2006).
Quotations must be prepared and submitted according to the following terms and
conditions. Submission of a quotation will imply agreement to these Terms and
Conditions.
1.2
Contact Person for the Tender
All enquiries regarding the above tender procedure should be addressed to:
<Name of Project Owner or his/her representative>
<Telephone Number>
<Fax Number>
<Email address>
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2.
DESCRIPTION OF CONTRACT SCOPE
2.1
Scope
The Contract Scope consists in the supply, installation, pilot operation, training in
the use and maintenance of ………..
The minimum requirements for the products/services under supply are given in the
Tenderer’s Technical Response and Compliance Table (Form 2), contained in the
Appendix of the present Invitation.
2.2
Place of Delivery
The place of delivery of the products/services under supply/provision is <exact
location where the products/services shall be delivered>. The offered price
shall include all costs associated with the delivery of the required products/services
to the designated location.
2.3
Time of Delivery
Delivery of the products/services to the place stated above shall take place within
<number of days> from the date of order.
3.
EXPENDITURE BUDGET
The expenditure budget for the Contract amounts to <amount in words (amount in
numbers)> Euro, exclusive of VAT.
The Contract is financed by national resources and by the EU Structural Fund.
4.
FORMAT AND SUBMISSION OF TENDERS
4.1
Language of Tender
Tenders must be drawn up in the Greek or English language.
4.2
Contents of Tenders
Tenders shall comprise the following:
(a) The Tender Submission Form, drawn up in the format of the relevant Template
(Form 1), attached to the present Invitation.
(b) The Technical Offer, drawn up in the format of the relevant Template (Form 2),
attached to the present Invitation.
(c) The Financial Offer, drawn up in the format of the relevant Template (Form 3),
attached to the present Invitation.
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4.3
Time and Place of Submission
Tenderers shall submit their tenders to the Contracting Authority by <date> and
time <xx:xx> at the latest by sending them as follows:
(a) to the email address: <email address> and/or
(b) to the fax number: <fax number> and/or
(c) to the postal address: <address>.
4.4
Validity of Tenders
Submitted tenders shall be valid and binding on the Tenderers for <number of
months in words (number of months in numbers) – indicatively: one (1)
month> month, calculated from the day following the day on which the deadline
for the submission of Tenders expires.
5.
CONTRACT AWARD
5.1
Award Criterion
The Contract shall be awarded to the Tenderer whose Offer is in compliance with
the terms and conditions of the present invitation and exhibits the lowest Total
Tender Price. In case the contract scope is divided into «Lots» then each «Lot»
will be awarded separately.
In the case of tenders that include unrealistically high prices for either mandatory
or optional items, the Contracting Authority shall have the right to reject such
tenders.
If two or more Tenderers are found to have submitted the same financial offer
which corresponds to the lowest price between all valid Offers, selection of the
Contractor by the Contracting Authority shall take place by draw.
5.2
Payment Method
Payments shall be made in Euro into the bank account notified by the Contractor
to the Contracting Authority, against an invoice, after final acceptance of the
products/services delivered.
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FORM 1
TENDER SUBMISSION FORM
To: University of Cyprus
Subject: <Tender procedure title>
1. After examining the Tender Documents and after developing a full understanding of
the Contract Scope, we the undersigned undertake to commence, execute and
complete the Contract Scope in accordance with the Tender Documents and our
attached Offer.
2. Should our offer be accepted, we undertake to commence the execution of the
Contract Scope as of the date of signature of the Agreement.
3. We agree that our present Offer shall be valid for a period of time equal to that
stated in Paragraph 4.4 above, that it shall bind us and that it may be accepted at
any time prior to the expiry of the said period.
4. Information about our firm and the contact details of the person responsible for this
tender are given below:
Name of Tenderer
Registered Address
Address of
communication
(if different from above)
Web Address
VAT Number
Contact Person:

Name

Telephone

Fax no.

Email Address
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For and on behalf of the Tenderer:
Signature: .........................................................................
Name: ...............................................................................
Title: ..................................................................................
Date: .................................................................................
Note: All blank fields must be completed by the Tenderer or by the Tenderer´s
Representative.
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FORM 2
TECHNICAL OFFER TABLES
1. Requested Product 1: ..................................................................................................
No.
Requirements - Specifications
Requirement
1.
GENERAL REQUIREMENTS
1.1
Number of units
1.2
Manufacturer/Model Number
YES
1.3
Warranty
... yrs
2.
TECHNICAL SPECIFICATION
REQUIREMENTS
Response - Offer
2.1
2.2
2.3
2.4
2.5
2. Requested Product 2: ...................................................................................................
No.
Requirements - Specifications
Requirement
1.
GENERAL REQUIREMENTS
1.1
Number of units
1.2
Manufacturer/Model Number
YES
1.3
Warranty
... yrs
2.
TECHNICAL SPECIFICATION
REQUIREMENTS
Response - Offer
2.1
2.2
2.3
2.4
2.5
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3. Requested Service 1: .....................................................................................................
No.
1.
Requirements - Specifications
Requirement
Response - Offer
GENERAL REQUIREMENTS
1.1
1.2
2.
SPECIFIC REQUIREMENTS
2.1
2.2
2.3
2.4
2.5
4. Requested Service 2: ....................................................................................................
No.
1.
Requirements - Specifications
Requirement
Response - Offer
GENERAL REQUIREMENTS
1.1
1.2
2.
SPECIFIC REQUIREMENTS
2.1
2.2
2.3
2.4
2.5
Notes:
1.
The Column «REQUIREMENTS - SPECIFICATIONS» is used to describe in detail
the corresponding technical terms, obligations or clarifications to which responses
must be provided.
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2.
In the column «REQUIREMENT»:
(a) the word «YES» means that the corresponding specification is mandatory for the
Tenderer,
(b) a specific number means that the specification has a mandatory numerical value
which must be complied with.
3.
The Tenderer should provide a response in the Column «RESPONSE - OFFER».
This response should be:
(a) the specific products/services that the tenderer offers, or
(b) in the form «YES/NO» (depending on whether the Technical Offer does or does
not meet the respective specifications), or
(c) a specific numerical value.
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FORM 3
FINANCIAL OFFER TABLES
Quantity
Offered Products/
Services
SERVICES
PRDUCTS
Required
Product/Service
Unit
Total
Price
Price
exclusive exclusive
of VAT
of VAT
€
€
Training
… hrs
Maintenance for
additional years
after expiry of the
warranty period
..... yrs
TOTAL (exclusive of VAT)
AMOUNT FOR OPTIONAL PURCHASES (....% on the TOTAL)1
TOTAL TENDER PRICE (exclusive of VAT)
1
The use of the Amount for Optional Purchases is at the absolute and full discretion of
the Contracting Authority. This amount can be used for the purchase of additional
products/services included in the above table and/or products/services included in
the «Optional Products/Services Table» below.
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Optional Products/Services
Quantity
Offered Products/
Services
SERVICES
PRDUCTS
Required
Product/Service
Unit
Total
Price
Price
exclusive exclusive
of VAT
of VAT
€
€
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