RFP from UIA: Full Flight simulator dry lease services
Private Stock Company
Ukraine International Airlines
TENDER DOCUMENTATION
(Full Flight simulator dry lease services)
Ukraine, Kyiv
November 2015
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RFP from UIA: Full Flight simulator dry lease services
Table of Contents:
1.
2.
3.
4.
Tender Announcement
Important Tender Documentation Requirements
Tender Procedure Instructions
Annex 1
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RFP from UIA: Full Flight simulator dry lease services
TENDER ANOUNCEMENT
1. Customer:
1.1. Private Stock Company Ukraine International Airlines.
1.2. Legal address. 4, Lysenka street, Kyiv, 01030, Ukraine
1.3. Person responsible for Tender.
Procedure issues –
Stakhurska Maryna, Tender Committee Secretary,
Tel.:+380 44 581 5656 (9533); Stahurskaya.maryna@flyuia.com;
Technical issues – Vladimir Gaidamaka, Head of training Gaidamaka.Vladimir@flyuia.com;
Petrychenko Iryna, Senior engineer of air staff's training Petrychenko.Iryna@flyuia.com;
Matsela Olga, Engineer of air staff's training Matsela.Olga@flyuia.com
2. Information about subject of Tender:
2.1. BOEING 737NG,CL, BOEING767, EMBRAER 170/190 Flight simulator dry lease services.
2.2. Place and term of services. Europe, monthly service.
3. Receipt of Tender documentation. Via E-mail.
4. Conditions of tender proposal submission:
4.1. Place. Ukraine International Airlines, 201-203, Kharkivske Road, Kyiv, 02121, Ukraine
Attention: Stakhurska Maryna, Tender Committee Secretary
4.2. Means of receipt. Via Courier
4.3. Deadline. 21 December 2015, 13 h 00 m (Kyiv time)
5. Opening of tender proposals:
5.1. Place. 201-203, Kharkivske Road, room 717, Kyiv, 02121, Ukraine
5.2. Date. 27 November 2015, 14 h 30m (Kyiv time)
Tender proposal
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RFP from UIA: Full Flight simulator dry lease services
Important Tender Documentation Requirements
1. Ukraine International Airlines
Ukraine International Airlines (UIA) is Ukrainian leading airline established in 1992. Today, UIA
is a 100% privately-owned company. UIA’s primary business is to provide safe and reliable passenger
and cargo transportation. The UIA’s fleet currently comprises 35 modern aircraft: medium-haul Boeing
737 (including one freighter 737-300SF), medium-haul Еmbraer-190 and long-haul Boeing 767. The main
base airport for UIA is Kiev Boryspil International Airport (KBP).
2. Request for proposal
This Tender documentation includes all necessary information about the main criterias to Full Flight
simulator devices and the quantity of hours that we need annually. It is described in Workscope.
Tender proposal validity time shall be not less than 60 days from the date of opening of Tender
proposal.
Currency of this Tender documentation is Euro or US Dollars. Payments for services shall be made in
Euro or US Dollars.
UIA is searching for the qualified training centers which provide the dry lease of full flight simulator
devices for the following types: Boeing 737CL, Boeing 737NG, Boeing 767, Embraer 170/190 with the
next qualifying criterias and conditions:
-
-
-
-
The quality of Full Flight simulator: Level C/D, technical facilities, visualization, instructor’s station,
TCAS, EGPWS equipment according to current requirements; ability for smoke removal training;
availability of EGPWS, latest update of FMC software (Boeing 737-10.8; Embraer 190 - 25.4); latest
update for TCAS software (7.1); simulator B767 with P&W engines.
It will be preferable, if the same simulator training centre has, for example, Boeing 737 CL, NG and
Boeing 767 simulators for the possibility to involve double type intructures in one business trip. And
also it will be prefered if the same simulator centre has several full flight simulator devices of one
type.
Time conditions for the training – slots from 06:00 AM till 00:00
The main condition is preventing of monopolization (the risk of breaks in pilot’s work because of
the inability to provide services by training centre). The best approach is the presence in several
training centres, for example, three with Boeing 737 CL simulators and three with Boeing 737 NG
simulators; two with Boeing 767 simulators and one with Embraer 170/190 simulator.
Training centre should be situated not far from the airport and from the hotel for the reduction of
transport expences; hotel – preferebly minimum 4 stars.
Visa support.
(i)
Workscope
Annually we need around 900 hours on Boeing 737CL simulator, 900 hours on Boeing 737NG,
340 hours on Boeing 767 and 440 hours on Embraer 170/190 . The amount of hours tend either
decrease up to 10% or increase up to 20% .
Lot #
Lot #1
Lot #2
Lot #3
Hours per year
300 hours
300 hours
300 hours
Type of FSTD
Boeing 737CL
Boeing 737CL
Boeing 737CL
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RFP from UIA: Full Flight simulator dry lease services
Lot #4
Lot #5
Lot #6
Lot #7
Lot #8
Lot #9
Lot #10
(ii)
300 hours
300 hours
300 hours
170 hours
170 hours
220 hours
220 hours
Boeing 737 NG
Boeing 737 NG
Boeing 737 NG
Boeing 767
Boeing 767
Embraer 170/190
Embraer 170/190
Payment terms
Payment conditions will depend on Parties agreement.
(iii)
Certification
Participant must have all the necessary flight simulator training device certificates and the evaluation
reports. The Participant must provide these documents to UIA.
3. 3. Selection process
The successful candidate will be selected deriving from the following process:
3.1. All documents provided by Participant meet requirements of tender documentation:
 the completeness of proposal
 meeting of requested payment terms
 meeting of requested service level and others
3.2. Criteria:
The lowest offered price shall detail Participant’s prices per dry lease hour for the simulator training,
price for hotel accomodation and transfer.
Participant shall present the package pricing detailed to the level that gives the opportunity to
demonstrate its competitive advantages.
The decision of tender committee will also depend on the UIA flight schedule (daily morning flights for
minimization of pilot’s bussiness trip) and on the visa expenses.
The fix price should include:



Price per dry lease hour on fly simulator training services;
Price for hotel accomodation;
Price for transportation (if it's necessary)
Essential items of agreement:


To indicate in the agreement the conditions of slots cancellation;
To indicate in the agreement that the amount of hours may decrease up to 10%.
3.3. UIA leaves the right:


to Extend timing of selection process
to Stop the selection process anytime
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RFP from UIA: Full Flight simulator dry lease services

not to select a successful candidate.
All Participants will be informed about results in accordance to UIA’s internal tender procedures as
further described herein. UIA does not bear any responsibility or obligations associated with costs or
missed opportunities of any candidate somehow linked or seemed to be linked to his/her response to
this request for proposal and his/her possible expectations from the selection process and/or results of
projects.
4. Confidentiality
The procedure for the purchase of the flight simulator dry lease (Boeing 737CL and NG, Boeing
767 and Embraer 170/190) - open tender.
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RFP from UIA: Full Flight simulator dry lease services
TENDER PROCEDURE INSTRUCTIONS
1. General
1.1. Private Stock Company Ukraine International Airlines (hereinafter – UIA) announces tender
(hereinafter – the Tender) for the purchase of services in accordance with the procedures and
conditions specified in the Tender documentation (hereinafter - the Tender documentation) and
internal UIA tender procedure orders.
1.2 Participants are individuals (residents or nonresidents), which confirmed their intention to
participate in the procurement procedure and filed a Tender proposal.
1.3. In accordance with the requirements of the Tender documentation Participants must meet the
qualification requirements.
1.4. Each Participant shall submit its proposal in the form properly executed in accordance with the
requirements hereof.
1.5. Participant shall be responsible for all costs associated with preparation and submission of its
Tender proposal and such costs will not be reimbursed to the Participant(s).
2. Clarification of the Tender documentation
2.1. Participant has the right not later than seven calendar days before the deadline for submission of
Tender proposal to contact UIA for the clarification of the Tender documentation. UIA within three
business days (in Kiev, Ukraine) should answer to such the request of the Participant.
3. Amendments to Tender documentation
3.1. Not later than five working days before the deadline for submission of a Tender proposal UIA has
right on its own initiative or on the results of searches of Participants who received Tender
documentation to amend the Tender documentation and to notify about such changes in writing all
persons who filed UIA with a Tender proposal.
3.2. Before the expiration of the deadline for submission of Tender documentation UIA is entitled to
decide on its continuation in the event that one or more Participants who have received the Tender
documentation may not submit a Tender proposal for the specified period in accordance to any
objective reasons. Notice of extension of time, change of place and procedures for opening of tender
offers (proposals) shall be immediately sent to each person who was submitted with a Tender
documentation.
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RFP from UIA: Full Flight simulator dry lease services
4. Tender proposal language
4.1. All documents relating to the Tender proposal shall be made in English, Ukrainian, Russia.
5. Contents of tender proposal
5.1. Proposal submitted by the Participant shall include complete information about products or services
and price information made pursuant to the requirements of the Tender documentation, the list of
documents required to verify compliance of Participant’s qualifications (including but not limited to the
information set forth in Annex 2 hereto) and other requirements of the Tender documentation,
documents certifying the credentials of the person signing the Tender proposal, as well as other
documents that must be executed and submitted by the Participants in accordance with this Tender
documentation.
6. Prices of Proposals
6.1. Participant shall determine the price of goods or services which it offers to put under the
Agreement, indicating the taxes and fees paid or to be paid and all related expenses.
6.2. Price mentioned in Tender proposal shall be specified in accordance with the requirements of
Tender documentation.
6.3. Prices must be clearly defined.
7. Documents proving compliance of Participant with the qualification requirements
7.1. Participant is responsible for obtaining any and all necessary permits, licenses, certificates, required
for sale of goods or services, and other documents related to the Tender and shall be responsible for all
costs of their receipt.
7.2. According to this Tender Participant shall submit such documentation as part of its Tender proposal
proving compliance of Participant with qualification requirements.
7.3. UIA has the right to request from any Participant to repeat confirmation with the qualification
requirements set forth in this Tender documentation.
7.4. In the event of (i) Participant's refusal to provide such confirmation or (ii) receipt of reliable
information about his non-compliance with the qualification requirements set forth in the Tender
documentation or (iii) it is discovered that Participant has made any false statement or material
misrepresentation in any provision of the Tender proposal, UIA has right to reject Tender proposal of
such Participant and determine the winner of Tender proposal among those Participants who remained.
8. Documents proving compliance of the goods or services
8.1. Proposal submitted by the Participant, shall include the technical, quality and other characteristics
of the subject of Tender and certificates.
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RFP from UIA: Full Flight simulator dry lease services
9. Tender proposal duration
9.1. Tender proposal remains valid after the submission deadline for the period specified in the Tender
documentation. Tender proposal valid for a shorter period shall be rejected by UIA, as such, that does
not meet the Tender documentation requirements.
9.2. Before the expiration of the Tender proposal UIA may require the Participant to continue the
validity of the proposal for an additional period of time. Request to and response from the Participant
shall be submitted by means of communication, followed by written confirmation.
10. Execution and signing
10.1. Tender proposal shall be submitted in writing in a sealed envelope to ensure confidentiality of the
Participant prior to its official opening.
Tender proposal shall be submitted via courier.
10.2. Tender proposal shall be signed by the Participant or person (s) duly authorized to sign on behalf
of the Participant. Such powers shall be specified in writing instruction that is part of the Tender
proposal. All pages of Tender proposal must contain the signature of the authorized person(s). All pages
of the Tender proposal where were made any specific records or edits should be indicated by the initials
of the person or persons signing such proposal. Responsibility for the errors printed in the documents
and submitted to the Tender Committee and signed accordingly is on the Participant.
10.3. Tender proposal must (i) be broshured, (ii) have pagination and (iii) register of the documents.
11. Sealing and marking of proposals
11.1. Tender proposal shall be submitted in one copy in the appropriately marked envelope and must
indicate the name and address of UIA, the subject of Tender according to the announcement of the
Tender
and
the
Participant's
name,
address,
contact
telephone
numbers.
11.2. If the envelope is not marked in accordance with the above requirements, UIA is not responsible
for the premature opening of such Tender proposal.
12. Deadline for submission of Tender proposal
12.1. Proposals must be submitted via courier and not later than the time and date specified in the
Tender documentation.
13. Proposals which were delayed
13.1. All proposals submitted to UIA after the deadline of the submission shall not be considered by UIA
and will be returned to the Participant.
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RFP from UIA: Full Flight simulator dry lease services
14. Change and cancellation of Tender proposal
14.1. Participants may change or cancel their proposal by notification to UIA in writing before the
deadline for submission of Tender proposal.
15. Alternative Tender proposal
15.1. Submission of alternative Tender proposal is not allowed.
16. Disclosure of Tender proposal by UIA
16.1. UIA opens Tender proposal in a time and place specified in this Tender documentation.
Participants are allowed their representatives to be present during procedure of opening of Tender
proposals. Such representatives shall have official document from Participant (power of attorney etc)
confirming its authority.
17. Tender proposal explanation
17.1. UIA may request the Participant to explain or comment on its Tender proposal in order to facilitate
its review, evaluation and comparison with other offers.
It is not accepted, not discussed and not allowed to make any changes to the Tender proposal on merits,
including changes to prices, delivered during the opening of Tender proposal and the changes are aimed
at adjusting the Tender proposal, which does not meet the requirements of the Tender documentation,
in order to bring it in compliance with such requirements.
18. Tender proposal consideration
18.1. UIA will consider the Tender proposal to determine that the Participant meets the qualification
requirements, and that each Tender proposal meets the conditions of Tender documentation.
18.2. If the proposal does not meet any condition of Tender documentation, it shall be rejected by UIA
and can not be brought into conformity by adjusting or changing or canceling inappropriate deviations
or reservations.
18.3. Tender proposal defined as those that meet the conditions of Tender documentation will be
reviewed by UIA in terms of arithmetic errors. Errors will be corrected by UIA as follows:
a) When the difference between the amounts indicated in letters and figures, the amount of letters is
crucial;
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RFP from UIA: Full Flight simulator dry lease services
b) When the difference between unit price and total price of services obtained by multiplying the price
per unit of quantity, the unit price is decisive and final price is being corrected. If, in the opinion of UIA,
in the unit price is a clear shift decimal distributor, in this case meant the final price is crucial, and the
unit price corrected.
18.4. UIA has the right to correct arithmetic errors when receiving the written consent of the Participant
to such correction.
18.5. If a Participant does not agree with the correction of errors, his Tender proposal shall be rejected.
19. Evaluation and comparison of Tender documentation
19.1. After the opening of Tender proposal, checking them for the accuracy of and compliance with the
qualification requirements and conditions of Tender documentation, than evaluation begins and UIA
determine the winner. UIA evaluates and compares those proposals which were not rejected.
19.2. For proposals evaluation UIA will be using the criteria specified in the Tender documentation.
20. Privacy
20.1. To ensure confidentiality of information regarding the consideration and/or evaluation of Tender
documentation, such information will not be distributed to and between the Participants.
21. The right of UIA to reject all proposals
21.1. UIA reserves the right to reject all Tender offers (proposal) at any time prior to acceptance of the
Tender proposal.
21.2. UIA shall have no liability to the Participant in the case of Clause 22.1.
21.3. In case of rejection of all Tender offers (proposals) UIA cancels Tender and will send respective
notice to the Participants.
22. Acceptance of a Tender proposal
22.1. UIA accepts the Tender proposal of the Participant who meets qualification requirements specified
in the Tender documentation and whose proposal is the best from the evaluated Tender offers
(proposal) and meets the requirements of the Tender documentation.
22.2. If the Participant, whose Tender proposal accepted, refuses to sign the Agreement, UIA shall select
the best Tender proposal among those whose validity has not expired and are sufficient to determine
the winner.
22.3. Final acceptance of Tender offer shall be made by UIA Supervisory Board.
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RFP from UIA: Full Flight simulator dry lease services
23. Execution of Contract
23.1. The contract will be signed with the Participant, whose Tender proposal was accepted.
24. Audit
24.1. If necessary, UIA may audit the Participants on the stage of evaluation for compliance with the
requirements of Tender documentation (including quality and safety audit).
24.2. Ukrainian CAA may audit Participants according to Ukrainian legislation.
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RFP from UIA: Full Flight simulator dry lease services
Annex 1
Tender offer (proposal) should contain, but not limited to, the following information:
1
COMPANY INFORMATION
1.1
Company trading name:
1.2
Contact name:
1.3
Head office address:
1.4
Postcode:
1.5
Telephone number:
1.6
Fax number:
1.7
Email address:
1.8
How long has your company been established?
1.9
Registration number:
1.10
Date of registration:
1.11
Address of registered office (if different from above):
1.13
What is the ownership structure of the business?
Sole Trader
Public Ltd Company
Partnership
Public Sector
Limited Company
Subsidiary
If you are a Subsidiary, please provide:
1.14
Holding Company Name:
1.15
Names of other Divisions / Subsidiary companies within the same group:
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RFP from UIA: Full Flight simulator dry lease services
2
CERTIFICATION AND QUALITY PROCESSES
2.1
Please describe any relevant certifications and approvals held by your company.
2.2
Please describe your quality assurance systems in your company’s processes. Include in your
response details of any relevant quality programmes (e.g. ISO 9000, date achieved, etc.).
3.
EXPERIENCE
3.1
What experience does your organisation have in managing contracts such as this?
4
REFERENCES
Please provide at least two references and contact details (below) from organisations you have done
work of a similar scale for.
Referee Name:
Company Name:
Address:
Postcode:
Telephone:
Referee Name:
Company Name:
Address:
Postcode:
Telephone:
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RFP from UIA: Full Flight simulator dry lease services
APPENDIX B – COMMERCIAL OFFER
We (name of the supplier) provide our commercial offer to participate in the tender for Full flight
simulator dry lease services on Boeing 737CL, Boeing 737NG, Boeing 767 and Embraer
170/190 according to the requirements of tender documentation.
Having studied request for proposal and tender documentation we are authorized to enter the
agreement, have possibilities and agree to fulfill requirements on the conditions stipulated in
RFP and tender documentation at the price provided below:
Lot #
Lot #1
Lot #2
Lot #3
Lot #4
Lot #5
Lot #6
Lot #7
Lot #8
Lot #9
Lot #10
Hours per year
Type of FSTD
300 hours
300 hours
300 hours
300 hours
300 hours
300 hours
170 hours
170 hours
220 hours
220 hours
Boeing 737CL
Boeing 737CL
Boeing 737CL
Boeing 737 NG
Boeing 737 NG
Boeing 737 NG
Boeing 767
Boeing 767
Embraer 170/190
Embraer 170/190
Amount EURO/USD
1.
Your tender documentation and our commercial offer (subject to conformity with all
requirements) are valid as a preliminary contract until our tender offer is accepted. In case our
commercial offer is accepted, we will undertake to fulfill all conditions of the tender
documentation and the Contract.
2.
We agree to fulfill conditions of commercial offer over a period of 180 calendar days
starting from the date of opening. Our offer is binding and can be accepted by you at any time
during the term of validity.
3.
We agree that you can reject our commercial offer or all commercial offers according to
the tender documentation. We understand that you can accept any other offer which includes
more beneficial conditions. We realize that you are not obliged to accept the offer based on the
lowest price or other conditions only.
4.
Hereby we confirm fulfillment of requirements of RFP, attachments to RFP tender
documentation and the Contract.
5.
In case our offer is accepted we will undertake to sign the Contract with the UIA within
14 days from the date of acceptance according to requirements of the tender documentation
and accepted offer.
Position, full name and signature of the person authorized by the Supplier.
Certification by stamp is required.
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