L-UNIVERSITA TA’ MALTA
Msida MSD 2080 – Malta
UNIVERSITY OF MALTA
Msida MSD 2080 - Malta
DEPARTMENT TAL-PROCUREMENT
PROCUREMENT DIRECTORATE
IMPORTANT NOTICE TO PROSPECTIVE BIDDERS
UM 1716
THE SOFT COPY OF THIS TENDER DOCUMENT IS AVAILABLE FOR DOWNLOAD FROM:
www.um.edu.mt/procurement.
ANY CLARIFICATIONS OR ADDENDA TO THE TENDER DOCUMENT WILL BE UPLOADED ON
THE SAME WEBSITE.
PROSPECTIVE BIDDERS, WHO DO NOT COLLECT A HARD COPY OF THE TENDER
DOCUMENT FROM THE UNIVERSITY OF MALTA, ARE TO REGISTER THEIR RESPECTIVE
CONTACT DETAILS AT:tenders.procurement@um.edu.mt
QUOTING THE TENDER NUMBER DOWNLOADED, SO THAT ANY CLARIFICATIONS /
COMMUNICATIONS PERTAINING TO THIS TENDER PROCEDURE ARE COMMUNICATED TO
THEM IN DUE TIME AS PER TENDER DOCUMENTS.
THE UNIVERSITY OF MALTA SHALL NOT BE HELD RESPONSIBLE FOR ANY
MISDEMEANOUR IF THIS CONDITION IS NOT ADHERED TO.
TEL: (356) 2340 2212/3/5 FAX: 2131 4307
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UM1716
TENDER FOR THE SUPPLY, DELIVERY AND INSTALLATION OF OFFICE
FURNITURE PRODUCED WITH ENVIRONMENTAL FRIENDLY MATERIALS
AND PROCESSES, FOR THE INSISTUTE OF DIGITAL GAMES OFFICES AT
THE UNIVERSITY OF MALTA.
Date Published:
11th June 2013
Closing Date:
3rd July 2013
at 10:00am CET
Cost of the Tender Document: FOC
IMPORTANT:
No Bid Bond is requested for this tender
University of Malta, Procurement Directorate, Administration Building, Msida MSD 2080, Malta.
Tel: (356) 2340 2212/3. Fax: (356) 21314307 Email: tenders.procurement@um.edu.mt
Page 1
VOLUME 1 SECTION 1 – INSTRUCTIONS TO TENDERERS .............................................. 4
A. GENERAL PART ........................................................................................... 4
1. General Instructions ............................................................................................................................... 4
2. Timetable ................................................................................................................................................. 4
3. Lots............................................................................................................................................................ 5
4. Financing .................................................................................................................................................. 5
5. Eligibility .................................................................................................................................................. 5
6. Selection Criteria.................................................................................................................................... 5
7. Multiple Tenders ..................................................................................................................................... 6
8. Tender Expenses ..................................................................................................................................... 6
9. Clarification Meeting/Site Visit ........................................................................................................... 6
B. TENDER DOCUMENTS.................................................................................... 6
10. Content of Tender Document ............................................................................................................. 6
11. Explanations/Clarification Notes Concerning Tender Documents ............................................... 7
12. Labour Law ............................................................................................................................................ 7
13. Law .......................................................................................................................................................... 7
C. TENDER PREPARATION ................................................................................. 7
14. Language of Tenders ............................................................................................................................ 7
15. Presentation of Tenders ...................................................................................................................... 8
16. Content of Tender ................................................................................................................................ 8
17. Tender Prices ........................................................................................................................................ 9
18. Currencies of Tender and Payments ................................................................................................. 9
19. Period of Validity of Tenders ............................................................................................................. 9
20. Tender Guarantee (Bid Bond) .......................................................................................................... 10
21. Variant Solutions................................................................................................................................. 10
22. Preparation and Signing of Tenders ................................................................................................ 10
D. SUBMISSION OF TENDERS ............................................................................ 10
23. Sealing and Marking of Tenders ....................................................................................................... 10
24. Extension of Deadline for Submission of Tenders ......................................................................... 10
25. Late Tenders ....................................................................................................................................... 11
26. Alterations and Withdrawal of Tenders ......................................................................................... 11
E. OPENING AND EVALUATION OF OFFERS ........................................................... 11
27. Opening of Tenders ............................................................................................................................ 11
28. Secrecy of the Procedure .................................................................................................................. 11
29. Clarification of Tenders .................................................................................................................... 11
30. Tender Evaluation Process ................................................................................................................ 12
31. Correction of Arithmetical Errors .................................................................................................... 12
F. CONTRACT AWARD .................................................................................... 13
32. Criteria for Award .............................................................................................................................. 13
33. Right Of The University of Malta/ To Accept Or Reject Any Tender ........................................ 13
34. Notification of Award, Contract Clarifications ............................................................................. 13
35. The Letter of Acceptance and Performance Guarantee ............................................................. 13
36. Period of Delivery ............................................................................................................................... 14
G. MISCELLANEOUS ....................................................................................... 14
37. Ethics Clauses ...................................................................................................................................... 14
38. Data Protection and Freedom of Information ............................................................................... 15
39. Gender Equality .................................................................................................................................. 15
VOLUME 1 SECTION 2 – TENDER FORM ................................................................ 16
VOLUME 1 SECTION 3 – TENDER GUARANTEE FORM – Not Applicable for this Tender ...... 19
Annex To Tender Guarantee Form – Not Applicable ........................................................................... 20
VOLUME 1 SECTION 4 - TENDERER’S STATEMENTS ................................................. 21
1.
Statement on Conditions of Employment ................................................................................. 21
2 - List of Principal Deliveries ................................................................................................................. 22
Page 2
3 - Literature/List of Samples................................................................................................................. 23
VOLUME 1 SECTION 5 – GLOSSARY ..................................................................... 24
VOLUME 1 SECTION 6 – EXTRACTS FROM THE PUBLIC PROCUREMENT REGULATIONS ....... 26
Section 21 - Right of Recourse ......................................................................... 26
VOLUME 2 SECTION 1 – DRAFT LETTER OF ACCEPTANCE.......................................... 27
VOLUME 2 SECTION 2 – GENERAL CONDITIONS ...................................................... 28
VOLUME 2 SECTION 3 – SPECIAL CONDITIONS........................................................ 29
General: .......................................................................................................................... 29
Article 2: Law and language of the contract ............................................................................... 29
Article 3: Order of precedence of contract documents .................................................................. 29
Article 4: Communications .................................................................................................... 29
Article 7: Supply of Documents .............................................................................................. 29
Article 8: Assistance with Local Regulations ............................................................................... 29
Article 9: The Contractor’s Obligations ..................................................................................... 30
Article 10: Origin ................................................................................................................ 30
Article 11: Performance Guarantee ......................................................................................... 30
Article 12: Insurance ........................................................................................................... 30
Article 13: Performance Programme (Timetable) ......................................................................... 31
Article 14: Contractor’s Drawings............................................................................................ 31
Article 15: Tender Prices ...................................................................................................... 31
Article 17: Patents and Licences ............................................................................................. 31
Article 18: Commencement Order ........................................................................................... 31
Article 19: Period of Execution of Tasks .................................................................................... 32
Article 21: Delays in Execution ............................................................................................... 32
Article 22: Variations ........................................................................................................... 32
Article 24: Quality of Supplies ................................................................................................ 32
Article 25: Inspection and Testing ........................................................................................... 32
Article 26: Payments: General Principles .................................................................................. 32
Article 26: Pre-financing ...................................................................................................... 33
Article 26: Retention Monies .................................................................................................. 33
Article 28: Delayed Payments ................................................................................................ 33
Article 31: Provisional Acceptance .......................................................................................... 33
Article 32: Warranty Obligations ............................................................................................. 33
Article 40: Amicable dispute settlement ................................................................................... 33
Article 41: Dispute Settlement by Litigation ............................................................................... 33
Article 44: Checks and Audits ................................................................................................ 33
VOLUME 2 SECTION 4 – SPECIMEN PERFORMANCE GUARANTEE .................................. 34
VOLUME 3 - TECHNICAL SPECIFICATIONS ............................................................. 35
VOLUME 4 - FINANCIAL BID.............................................................................. 53
VOLUME 5 – DRAWINGS .................................................................................. 59
List of drawings attached ........................................................................................................................ 59
List of design documents available ........................................................................................................ 60
~~~~~~~~~~~~~~~
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VOLUME 1 SECTION 1 – INSTRUCTIONS TO TENDERERS
A. GENERAL PART
1. General Instructions
1.1
In submitting a tender, the tenderer accepts in full and in its entirety, the content of this tender
document, including subsequent Clarifications issued by the University of Malta, whatever his
own corresponding conditions may be, which he hereby waives. Tenderers are expected to
examine carefully and comply with all instructions, forms, contract provisions and specifications
contained in this tender document.
No account can be taken of any reservation in the tender as regards the tender document; any
disagreement, contradiction, alteration or deviation shall lead to the tender offer not being
considered any further.
The Evaluation Committee shall, after having obtained approval by the General Contracts
Committee, request rectifications in respect of incomplete/non-submitted information pertinent
to the documentation as outlined in sub-Clause 16.1(a), 16.1(b), and 16.1(c) of these
Instructions to Tenderers. Such rectification/s must be submitted within two (2) working days
from notification, and will be subject to a non-refundable administrative penalty of €50: failure
to comply shall result in the tender offer not being considered any further.
No rectification shall be allowed in respect of the documentation as outlined in sub-Clause
16.1(d), 16.1(e) and 16.1(f) of these Instructions to Tenderers. Only clarifications on the
submitted information in respect of the latter may be eventually requested.
1.2
The subject of this tender is the supply, delivery and installation of the following goods:
Desks
Cabinets
Chairs
1.3
The place of acceptance of the supplies shall be at the University of Malta, the time-limits for
delivery shall be five (5) weeks, and the INCOTERM 2000 applicable shall be Delivery (Duty Paid).
1.4
This is a unit-price contract.
1.5
The tenderer will bear all costs associated with the preparation and submission of the tender. The
University of Malta will in no case be responsible or liable for such costs, whatever the conduct or
outcome of the procedure.
1.6
The University of Malta retains ownership of all tenders received under this tender procedure.
Consequently, tenderers have no right to have their tenders returned to them.
2. Timetable
DATE
TIME*
Clarification Meeting/Site Visit
(Refer to Clause 9.1)
[not applicable]
[not applicable]
Deadline for request for any additional information
from the Contracting Authority
24th June 2013
5:15pm
Last date on which additional information are issued
by the Contracting Authority
27th June 2013
5:15pm
Deadline for submission of tenders /
(unless otherwise modified in terms of Clause 11.3)
3rd July 2013
10:00am
Tender Opening Session
(unless otherwise modified in terms of Clause 11.3)
3rd July 2013
10:15am
* All times Central European Time (CET)
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3. Lots
3.1
This tender is not divided into lots, and tenders must be for the whole of quantities indicated.
Tenders will not be accepted for incomplete quantities.
4. Financing
4.1
The project is financed from local budget funds.
4.2
The beneficiary of the financing is The University of Malta
5. Eligibility
5.1
Participation in tendering is open on equal terms to all natural and legal persons of the Member
States of the European Union, the beneficiary country, any other country in accordance with
Regulation 76 of the Public Procurement Regulations.
5.2
Natural persons, companies or undertakings who fall under any of the conditions set out in
Regulation 50 of the Public Procurement Regulations, 2010 (Legal Notice 296 of 2010) may be
excluded from participation in and the award of contracts. Tenderers or candidates who have been
guilty of making false declarations will also incur financial penalties representing 10% of the total
value of the contract being awarded.
5.3
Tenders submitted by companies forming a joint venture/consortium must also fulfil the following
requirements:
One partner must be appointed lead partner and that appointment confirmed by submission of
powers of attorney signed by legally empowered signatories representing all the individual
partners. The tender must include a preliminary agreement or letter of intent stating that all
partners assume joint and several liability for the execution of the contract, that the lead
partner is authorised to bind, and receive instructions for and on behalf of, all partners,
individually and collectively.
All partners in the joint venture/consortium are bound to remain in the joint
venture/consortium until the conclusion of the contracting procedure. The consortium/joint
venture winning this contract must include the same partners for the whole performance
period of the contract other than as may be permitted or required by law.
5.4
All materials, equipment and services to be supplied under the contract must originate in an eligible
country. For these purposes, "origin" means the place where the materials and/or equipment are
mined, grown, produced or manufactured and/or from which services are provided.
6. Selection Criteria
6.1
In order to be considered eligible for the award of the contract, tenderers must provide evidence
that they meet or exceed certain minimum qualification criteria described hereunder.
In the case of a joint venture, the joint venture as a whole must satisfy the minimum
qualifications required below.
6.1.1
No evidence of economic and financial standing is required.
6.1.2
Information about the tenderer's technical capacity.
(An economic operator may, where appropriate and for a particular contract, rely on the
capacities of other entities, regardless of the legal nature of the links which it has with them. It
must in that case prove to the contracting authority that it will have at its disposal the resources
necessary for the execution of the contract, for example, by producing an undertaking by those
entities to place the necessary resources at the disposal of the economic operator)
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This information must follow the form in Volume 1, Section 4 of the tender documents and
include:
A list of principal deliveries effected during the last one (1) year (Volume 1, Section 4).
The minimum value of deliveries of a similar nature completed shall be not less than €5000
per annum.
The minimum number of deliveries of a similar scope/nature completed in the last one (1)
year must be at least two (2) in number.
In so listing the end clients, the tenderer is giving his consent to the Evaluation Committee,
so that the latter may, if it deems necessary, contact the relevant
clients, with a view to
obtain from them an opinion on the works provided to
them, by the tenderer. The
Evaluation Committee reserves the right to request
additional documentation in respect of the
deliveries listed.
Data concerning subcontractors and the percentage of works to be subcontracted.
7. Multiple Tenders
7.1
A tenderer may submit multiple tender offers.
7.2
A company may not tender for a given contract both individually and as a partner in a joint
venture/consortium.
7.3
A company may not tender for a given contract both individually/partner in a joint
venture/consortium, and at the same time be nominated as a subcontractor by any another
tenderer, or joint venture/consortium.
7.4
A company may act as a subcontractor for any number of tenderers, and joint
ventures/consortia, provided that it does not participate individually or as part of a joint
venture/consortium, and that the nominations do not lead to a conflict of interest, collusion, or
improper practice.
8. Tender Expenses
8.1
The tenderer will bear all costs associated with the preparation and submission of the tender.
8.2
The University of Malta will neither be responsible for, nor cover, any expenses or losses incurred
by the tenderer through site visits and inspections or any other aspect of his tender.
9. Clarification Meeting/Site Visit
9.1
No clarification meeting/site visit is planned.
B. TENDER DOCUMENTS
10. Content of Tender Document
10.1
The set of tender documents comprises the following documents and should be read in
conjunction with any clarification notes issued in accordance with Clause 24:
Volume 1 Instructions to Tenderers
Volume 2 Draft Letter of Acceptance
General Conditions (available online from www.contracts.gov.mt/conditions)
Special Conditions
Volume 3 Technical Specifications
Volume 4 Model Financial Bid/Bill of Quantities
Volume 5 Drawings
Page 6
10.2
Tenderers bear sole liability for examining with appropriate care the tender documents,
including those design documents available for inspection, and any clarification notes to the
tender documents issued during the tendering period, and for obtaining reliable information with
respect to conditions and obligations that may in any way affect the amount or nature of the
tender or the execution of the works. In the event that the tenderer is successful, no claim for
alteration of the tender amount will be entertained on the grounds of errors or omissions in the
obligations of the tenderer described above.
10.3
The tenderer must provide all documents required by the provisions of the tender document. All
such documents, without exception, must comply strictly with these conditions and provisions
and contain no alterations made by the tenderer.
11. Explanations/Clarification Notes Concerning Tender Documents
11.1
Tenderers may submit questions in writing to the University of Malta through:
sending an email to tenders.procurement@um.edu.mt
through www.um.edu.mt/procurement/contact
fax number +356 21314307
up to 9 calendar days before the deadline for submission of tenders, that is up to Monday 24th
June 2013. The University of Malta must reply to all tenderers' questions, and amend the
tender documents by publishing clarification notes, up to at least 6 calendar days before the
deadline for submission of tenders.
11.2
Questions and answers, and alterations to the tender document will be:published as a clarification note on the website of the University of Malta
(www.um.edu.mt/procurement/service/tender) within the respective tender’s page,
under the subheading “Tender Document & Clarifications (if any)”.
sent to all prospective bidders by e-mail.
Tenderers who do not collect a hard copy from the Procurement Directorate are to
register their respective contact details at tenders.procurement@um.edu.mt so that
any clarifications/communications pertaining to this tender procedure will be
communicated to them in due time as per tender document. The University of Malta
shall not be held responsible for any misdemeanour if this condition is not adhered to.
Clarification notes will constitute an integral part of the tender documentation, and it is the
responsibility of tenderers to visit this website and be aware of the latest information
published online prior to submitting their Tender.
11.3
The University of Malta may, at its own discretion, as necessary and in accordance with Clause
24, extend the deadline for submission of tenders to give tenderers sufficient time to take
clarification notes into account when preparing their tenders.
12. Labour Law
12.1
Particular attention is drawn to the conditions concerning the employment of labour in Malta
and the obligation to comply with all regulations, rules or instructions concerning the
conditions of employment of any class of employee.
13. Law
13.1
By submitting their tenders, tenderers are accepting that this procedure is regulated by
Maltese Law, and are deemed to know all relevant laws, acts and regulations of Malta that may
in any way affect or govern the operations and activities covered by the tender and the
resulting contract.
C. TENDER PREPARATION
14. Language of Tenders
14.1
The tender and all correspondence and documents related to the tender exchanged by the
tenderer and the University of Malta must be written in English.
14.2
Supporting documents and printed literature furnished by the tenderer may be in another
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language, provided they are accompanied by an accurate translation into English. For the
purposes of interpretation of the tender, the English language will prevail.
15. Presentation of Tenders
15.1
Tenders must satisfy the following conditions:
(a)
All tenders must be submitted in one original.
(b)
The documents are to be sealed and placed in a sealed envelope/package so that the
bid can be identified as one tender submission.
(c)
All tenders must be received by date and time indicated in the timetable at Clause 2
and deposited in the tender box at Room 300A, Procurement Directorate,
Administration Building, University of Malta, Msida MSD 2080, Malta.
(d)
All packages, as per (b) above, must bear only:
(i)
the above address;
(ii)
the reference of the invitation to tender concerned;
(iii)
the number of the lot(s) to which the tender refers (if applicable);
(iv)
the name of the tenderer.
16. Content of Tender
16.1
The tender must comprise the following duly completed documents, inserted in a single, sealed
envelope (unless their volume requires a separate submission:
(a)
An original bid-bond for the amount of [€...........], in the form provided in Volume 1,
Not Applicable for this tender
Section 3(Note 1)
(b)
General/Administrative Information(Note 2)
(i)
(ii)
Proof of Purchase of tender document (receipt) – (Not Applicable to this tender)
Statement on Conditions of Employment (Volume 1, Section 4)
Selection Criteria
(c)
Financial and Economic Standing(Note 2)
(i)
(d)
Technical Capacity(Note 3)
(i)
(e)
List of principal deliveries effected during the last one (1) year (Volume 1,
Section 4)
Evaluation Criteria/Technical Specifications (Note 3)
(i)
(ii)
(f)
(No Evidence of economic and financial standing is required)
Tenderer’s Technical Offer in response to specifications (Volume 3)
Literature/List of Samples
Financial Offer/Bill of Quantities(Note 3)
(i)
The Tender Form in accordance with the form provided in Volume 1, Section 2;
a separate Tender Form is to be submitted for each option tendered, each form
clearly marked ‘Option 1’, ‘Option 2’ etc.;
(ii)
A financial bid calculated on a basis of Delivered Duty Paid (DDP) for the
works/supplies
tendered
[inclusive
of
spare
parts/after-sales
services/maintenance/training as applicable] in the form provided in Volume 4.
Notes to Clause 16.1:
1. Tenderers will be requested to clarify/rectify, within two working days from notification,
the tender guarantee only in the following two circumstances: either incorrect validity date,
and/or incorrect value.
2. Tenderers will be requested to either clarify/rectify any incorrect and/or incomplete
documentation, and/or submit any missing documents within two working days from
notification.
3. No rectification shall be allowed. Only clarifications on the submitted information may be
requested.
Page 8
Tenderers must indicate where the above documentation is to be found in their offer by
using an index. All documentation is to be securely bound/filed.
Tenderers are NOT required NOR expected to submit, with their offer, any components of the
tender document except those specifically mentioned in Clause 16.
17. Tender Prices
17.1
Tenderers will be deemed to have satisfied themselves, before submitting their tender, to its
correctness and completeness, to have taken account of all that is required for the full and
proper performance of the contract, and to have included all costs in their rates and prices.
17.2
The tender must be submitted in Euro (€).
17.3
Tenderers must quote all components of the price inclusive of taxes, customs and import duties
and any discounts. Tenderers not registered with the VAT authority in Malta, must still include in
their financial offer any VAT that the contracting authority may have to pay either in Malta or
the country where the tenderer is registered irrespective of the reverse charge mechanism. The
financial offer will be considered as the total financial cost to the contracting authority including
any VAT that may have to be paid not through the winning tenderer. Except as may otherwise be
provided for in the contract, no payment will be made for items which have not been costed.
17.4
Different options are to be clearly identifiable in the technical and financial submission; a
separate Tender Form (as per Volume 1, Section 2) marked ‘Option 1’, ‘Option 2’ etc. for
each individual option clearly outlining the price of the relative option is to be submitted.
17.5
If the tenderer offers a discount, the discount must be absorbed in the rates of the Bill of
Quantities/Financial Statement.
17.6
For contracts over €500,000, where VAT is not an eligible cost, and whose output VAT is liable to
be paid in Malta, such VAT will be paid directly to the VAT Department in Malta by the Final
Beneficiary.
17.7
The prices for the contract, must include all of the works to be provided. The prices quoted are
fixed and not subject to revision or escalation in costs, unless otherwise provided for in the
Special Conditions.
18. Currencies of Tender and Payments
18.1
The currency of the tender is the Euro (€). All sums in the breakdown of the overall price, in the
questionnaire and in other documents must be expressed in Euro (€), with the possible exception
of originals of bank and annual financial statements.
18.2
Payments will be made upon certification of supplies by the Contracting Authority, based on the
invoice issued by the Contractor, in accordance with the timeframes, terms and conditions of
the contract.
18.3
All correspondence relating to payments, including invoices and interim and final statements,
must be submitted as outlined in the contract.
19. Period of Validity of Tenders
19.1
Tenders must remain valid for a period of 150 days after the deadline for submission of tenders
indicated in the contract notice, the tender document or as modified in accordance with Clauses
11.3 and/or 24. Any tenderer who quotes a shorter validity period will be rejected.
19.2
In exceptional circumstances the University of Malta may request that tenderers extend the
validity of tenders for a specific period. Such requests and the responses to them must be made
in writing. A tenderer may refuse to comply with such a request without forfeiting his tender
guarantee (Bid Bond). However, his tender will no longer be considered for award. If the
tenderer decides to accede to the extension, he may not modify his tender.
19.3
The successful tenderer must maintain his tender for a further 60 days from the date of
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notification of award.
20. Tender Guarantee (Bid Bond)
20.1
No tender guarantee (bid bond) is required.
21. Variant Solutions
21.1
No variant solutions will be accepted. Tenderers must submit a tender in accordance with the
requirements of the tender document.
22. Preparation and Signing of Tenders
22.1
All tenders must be submitted in one original document. Tenders must comprise the documents
specified in Clause 16 above.
It is the responsibility of the tenderers to ensure that both the original and the copy are an
identical representation of one another.
22.2
The tenderer’s submission must be typed in, or handwritten in indelible ink. Any pages on which
entries or corrections to his submission have been made must be initialled by the person or
persons signing the tender. All pages must be numbered consecutively by hand, machine or in
any other way acceptable to the University of Malta.
22.3
The tender must contain no changes or alterations, other than those made in accordance with
instructions issued by the University of Malta (issued as clarification notes) or necessitated by
errors on the part of the tenderer. In the latter case, corrections must be initialled by the
person signing the tender.
22.4
The tender will be rejected if it contains any alteration, tampering, addition or deletion to the
tender documents not specified in a clarification note issued by the University of Malta.
D. SUBMISSION OF TENDERS
23. Sealing and Marking of Tenders
23.1
The tenders must be submitted in English and deposited in the Department’s tender box before
the deadline specified in Clause 2 or as otherwise specified in accordance with Clause 11.1
and/or 24.1. They must be submitted:
EITHER by recorded delivery (official postal/courier service) or hand delivered to:
Procurement Directorate, Room 324
2nd Floor, Administration Building
University of Malta – Msida MSD 2080
Tel: 23402212/3; Fax: 21314307
Tenders submitted by any other means will not be considered.
23.2
Tenderers must seal the original tender as outlined in Clause 15.
23.3
If the outer envelope is not sealed and marked as required in Sub clause 15.1, the University of
Malta will assume no responsibility for the misplacement or premature opening of the tender.
23.4
Any variant proposal/s must be submitted in a separate, sealed inner envelope, clearly marked
"variant". (Not Applicable for this tender)
24. Extension of Deadline for Submission of Tenders
24.1
The University of Malta may, at its own discretion, extend the deadline for submission of tenders
by issuing a clarification note in accordance with Clause 11. In such cases, all rights and
obligations of the University of Malta and the tenderer regarding the original date specified in the
contract notice will be subject to the new date.
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25. Late Tenders
25.1
All tenders received after the deadline for submission specified in the contract notice or these
instructions will be kept by the University of Malta. The associated guarantees will be returned to
the tenderers.
25.2
No liability can be accepted for late delivery of tenders. Late tenders will be rejected and will
not be evaluated.
26. Alterations and Withdrawal of Tenders
26.1
Tenderers may alter or withdraw their tenders by written notification prior to the deadline for
submission of tenders. No tender may be altered after the deadline for submission.
26.2
Any notification of alteration or withdrawal must be prepared, sealed, marked and submitted in
accordance with Clause 23, and the envelope must also be marked with "alteration" or
"withdrawal".
26.3
The withdrawal of a tender in the period between the deadline for submission and the date of
expiry of the validity of the tender will result in forfeiture of the tender guarantee provided for
in Clause 20. (Not Applicable)
E. OPENING AND EVALUATION OF OFFERS
27. Opening of Tenders
27.1
Tenders will be opened by the University of Malta during a public session on the date and
time indicated in the timetable at Clause 2 (or as otherwise specified in accordance with
Clause 11.1 and/or 24.1) at the University of Malta. A ‘Summary of Tenders Received ‘will be
published on the notice board at the University of Malta, Procurement Directorate,
Administration Building, 2nd Floor and put on the Procurement Website (
www.um.edu.mt/procurement ).
27.2
At the tender opening, the tenderers' names, the tender prices, variants, written notification of
alterations and withdrawals, the presence of the requisite tender guarantee and any other
information the University of Malta may consider appropriate will be published.
27.3
Envelopes marked "withdrawal" will be read out first and returned to the tenderer.
27.4
Reductions or alterations to tender prices made by tenderers after submission will not be taken
into consideration during the analysis and evaluation of tenders.
28. Secrecy of the Procedure
28.1
After the opening of the tenders, no information about the examination, clarification,
evaluation or comparison of tenders or decisions about the contract award may be disclosed
before the notification of award.
28.2
Information concerning checking, explanation, opinions and comparison of tenders and
recommendations concerning the award of contract, may not be disclosed to tenderers or any
other person not officially involved in the process unless otherwise permitted or required by law.
28.3
Any attempt by a tenderer to approach any member of the Evaluation Committee/The University
of Malta directly during the evaluation period will be considered legitimate grounds for
disqualifying his tender.
29. Clarification of Tenders
29.1
When checking and comparing tenders, the evaluation committee may, after obtaining approval
from the Departmental Contracts Committee, ask a tenderer to clarify any aspect of his tender.
29.2
Such requests and the responses to them must be made by e-mail or fax. They may in no
circumstances alter or try to change the price or content of the tender, except to correct
arithmetical errors discovered by the evaluation committee when analysing tenders, in
Page 11
accordance with Clause 31.
30. Tender Evaluation Process
30.1
The following should be read in conjunction with Clause 27.
30.2
Part 1: Administrative Compliance
The Evaluation Committee will check the compliance of tenders with the instructions given in the
tender document, and in particular the documentation submitted in respect of Clause 16.
The Evaluation Committee shall, after having obtained approval by the General Contracts
Committee, request rectifications in respect of incomplete/non-submitted information pertinent
to the documentation as outlined in sub-Clause 16.1(a), 16.1(b), and 16.1(c) of these Instructions
to Tenderers. Such rectification/s must be submitted within two (2) working days from
notification, and will be subject to a non-refundable administrative penalty of €50: failure to
comply shall result in the tender offer not being considered any further. No rectification shall be
allowed in respect of the documentation as outlined in sub-Clause 16.1 (d), 16.1(e), and 16.1(f)
of these Instructions to Tenderers. Only clarifications on the submitted information in respect of
the latter may be eventually requested.
30.3
Part 2: Eligibility and Selection Compliance
Tenders which have been considered administratively compliant shall be evaluated for
admissibility as outlined below:
(i) Eligibility Criteria
Tender Form (Volume 1, Section 2)
(ii) Selection Criteria
1. Evidence of technical capacity (sub-Clause 6.1.2)
30.4
Part 3: Technical Compliance
At this step of the evaluation process, the Evaluation Committee will analyse the
administratively-compliant tenders’ technical conformity in relation to the technical
specifications (Volume 3, and the documentation requested by the Contracting Authority as per
sub-Clause 16(e)), classifying them technically compliant or non-compliant.
30.5
Part 4. Financial Evaluation
The financial offers for tenders which were not eliminated during the technical evaluation (i.e.,
those found to be technically compliant) will be evaluated.
The Evaluation Committee will check that the financial offers contain no arithmetical errors as
outlined in Clause 31. [If the tender procedure contains several lots, financial offers are
compared for each lot.] The financial evaluation will have to identify the best financial offer [for
each lot].
31. Correction of Arithmetical Errors
31.1
Admissible tenders will be checked for arithmetical errors by the Evaluation Committee. Errors
will be corrected as follows:
(a) where there is a discrepancy between amounts in figures and in words, the amount in
words will prevail;
(b) where there is a discrepancy between a unit price and the total amount derived from the
multiplication of the unit price and the quantity, the unit price as quoted will prevail.
31.2
The amount stated in the tender will be adjusted by the Evaluation Committee in the event of
error, and the tenderer will be bound by that adjusted amount. In this regard, the Evaluation
Committee shall seek the prior approval of the General Contracts Committee to communicate the
Page 12
revised price to the tenderer. If the tenderer does not accept the adjustment, his tender will be
rejected and his tender guarantee forfeited.
31.3
When analysing the tender, the evaluation committee will determine the final tender price after
adjusting it on the basis of Clause 31.1.
F. CONTRACT AWARD
32. Criteria for Award
32.1
The sole award criterion will be the price. The contract will be awarded to the cheapest priced
tender satisfying the administrative and technical criteria.
33. Right Of The University of Malta/ To Accept Or Reject Any Tender
33.1
The University of Malta reserves the right to accept or reject any tender and/or to cancel the
whole tender procedure and reject all tenders. The University of Malta reserves the right to
initiate a new invitation to tender.
33.2
In the event of a tender procedure's cancellation, tenderers will be notified by the University of
Malta. If the tender procedure is cancelled before the outer envelope of any tender has been
opened, the sealed envelopes will be returned, unopened, to the tenderers.
33.3
Cancellation may occur where:
(a) the tender procedure has been unsuccessful, namely where no qualitatively or financially
worthwhile tender has been received or there has been no response at all;
(b) the economic or technical parameters of the project have been fundamentally altered;
(c) exceptional circumstances or force majeure render normal performance of the project
impossible;
(d) all technically compliant tenders exceed the financial resources available;
(e) there have been irregularities in the procedure, in particular where these have prevented
fair competition.
In no circumstances will the University of Malta be liable for damages, whatever their nature
(in particular damages for loss of profits) or relationship to the cancellation of a tender, even
if the University of Malta has been advised of the possibility of damages. The publication of a
contract notice does not commit the University of Malta to implement the programme or
project announced.
34. Notification of Award, Contract Clarifications
34.1
Prior to the expiration of the period of validity of tenders, the University of Malta will notify the
successful tenderer, in writing, that his tender has been recommended for award by the General
Contracts Committee, pending any appeal being lodged in terms of Part XIII of the Public
Procurement Regulations (being reproduced in Volume 1, Section 6).
34.2
Unsuccessful bidders shall be notified with the outcome of the evaluation process, and will be
provided the following information:
(i) the criteria for award;
(ii) the name of the successful tenderer;
(iii) the recommended price of the successful bidder;
(iv) the reasons why the tenderer did not meet the technical specifications/ notification that the
offer was not the cheapest (if applicable);
(v) the deadline for filing a notice of objection (appeal);
(vi) the deposit required if lodging an appeal.
34.3
The recommendations of the Evaluation Committee shall be published on the Notice Board of the
University of Malta, Procurement Directorate, Administration Building, 2 nd Floor.
35. The Letter of Acceptance and Performance Guarantee
35.1
After the lapse of the appeals period, and pending that no objections have been received and/or
upheld, the successful tenderer may be invited to clarify certain contractual questions raised
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therein. Such clarification will be confined to issues that had no direct bearing on the choice of
the successful tender. The outcome of any such clarifications will be set out in a Memorandum of
Understanding, to be signed by both parties and incorporated into the letter of acceptance.
35.2
Within 7 calendar days of receiving the letter of acceptance (against acknowledgment of receipt)
from the University of Malta, the successful tenderer will sign a copy of the Letter of Acceptance
and date the Letter of Acceptance and return it to the University of Malta with the performance
guarantee and the Financial Identification Form (if applicable).
35.3
Before the University of Malta sends the Letter of Acceptance to the successful tenderer, the
successful tenderer may be requested to provide the documentary proof or statements required
to show that it does not fall into any of the exclusion situations listed in Clause 7 of the Tender
Form (Volume 1, Section 2). The above mentioned documents must be submitted by every
member of a Joint Venture/Consortium (if applicable).
35.4
If the selected tenderer fails to sign and return the copy of the Letter of Acceptance, other
required documentation, and any guarantees required within the prescribed 7 calendar days, the
University of Malta may consider the acceptance of the tender to be cancelled without prejudice
to the University of Malta's right to seize the guarantee, claim compensation or pursue any other
remedy in respect of such failure, and the successful tenderer will have no claim whatsoever on
the University of Malta.
The tenderer whose tender has been evaluated as [second cheapest/second most economically
advantageous] may be recommended for award, and so on and so forth.
35.5
Only the signed Letter of Acceptance will constitute an official commitment on the part of the
University of Malta, and activities may not begin until the contract has been signed both by the
University of Malta and the successful tenderer.
35.6
Tender guarantees (bid bonds) provided by tenderers who have not been selected shall be
released within 30 calendar days from the signing of the contract. The tender guarantee of the
successful tenderer shall be released on the signing of the contract, and on submission of a valid
performance guarantee.
35.7
The performance guarantee referred to in the General Conditions is set at 10% of the amount of
the contract and must be presented in the form specified in Volume 2, Section 4, to the tender
document the performance guarantee shall be released within 30 days of the signing of the Final
Statement of Account (Final Bill), unless the Special Conditions provide otherwise.
36. Period of Delivery
36.1
The period of delivery indicated in Clause 1.3 of the Instructions to Tenderers commences from
the letter of acceptance date or as instructed in the Letter of Acceptance.
36.2
The Contractor must inform the University of Malta’s representative by return that he has
received the notice.
G. MISCELLANEOUS
37. Ethics Clauses
37.1
Any attempt by a candidate or tenderer to obtain confidential information, enter into unlawful
agreements with competitors or influence the committee or the University of Malta during the
process of examining, clarifying, evaluating and comparing tenders will lead to the rejection of
his candidacy or tender and may result in administrative penalties.
37.2
Without the University of Malta's prior written authorisation, the Contractor and his staff or any
other company with which the Contractor is associated or linked may not, even on an ancillary or
subcontracting basis, supply other services, carry out works or supply equipment for the project.
This prohibition also applies to any other programmes or projects that could, owing to the nature
of the contract, give rise to a conflict of interest on the part of the Contractor.
37.3
When putting forward a candidacy or tender, the candidate or tenderer must declare that he is
affected by no potential conflict of interest, and that he has no particular link with other
tenderers or parties involved in the project.
Page 14
37.4
The Contractor must at all times act impartially and as a faithful adviser in accordance with the
code of conduct of his profession. He must refrain from making public statements about the
project or services without the Contracting Authority's prior approval. He may not commit the
Contracting Authority in any way without its prior written consent.
37.5
For the duration of the contract, the Contractor and his staff must respect human rights and
undertake not to offend the political, cultural and religious morals of Malta.
37.6
The Contractor may accept no payment connected with the contract other than that provided for
therein. The Contractor and his staff must not exercise any activity or receive any advantage
inconsistent with their obligations to the Contracting Authority.
37.7
The Contractor and his staff are obliged to maintain professional secrecy for the entire duration
of the contract and after its completion. All reports and documents drawn up or received by the
Contractor are confidential.
37.8
The contract governs the Parties' use of all reports and documents drawn up, received or
presented by them during the execution of the contract.
37.9
The Contractor shall refrain from any relationship likely to compromise his independence or that
of his staff. If the Contractor ceases to be independent, the University of Malta may, regardless
of injury, terminate the contract without further notice and without the Contractor having any
claim to compensation.
37.10
The tender(s) concerned will be rejected or the contract terminated if it emerges that the award
or execution of a contract has given rise to unusual commercial expenses. Such unusual
commercial expenses are commissions not mentioned in the main contract or not stemming from
a properly concluded contract referring to the main contract, commissions not paid in return for
any actual and legitimate service, commissions remitted to a tax haven, commissions paid to a
recipient who is not clearly identified or commissions paid to a company which has every
appearance of being a front company.
38. Data Protection and Freedom of Information
38.1
Any personal data submitted in the framework of the procurement procedure and/or
subsequently included in the contract shall be processed pursuant to the Data Protection Act
(2001). It shall be processed solely for the purposes of the performance, management and followup of the procurement procedure and/or subsequent contract by the University of Malta without
prejudice to possible transmission to the bodies charged with a monitoring or inspection task in
conformity with National and/or Community law.
38.2
The provisions of this contract are without prejudice to the obligations of the University of Malta
in terms of the Freedom of Information Act (Cap. 496 of the Laws of Malta). The University of
Malta, prior to disclosure of any information to a third party in relations to any provisions of this
contract which have not yet been made public, shall consult the contractor in accordance with
the provisions of the said Act, pertinent subsidiary legislation and the Code of Practice issued
pursuant to the Act. Such consultation shall in no way prejudice the obligations of the University
of Malta in terms of the Act.
39. Gender Equality
39.1
In carrying out his/her obligations in pursuance of this contract, the tenderer shall ensure the
application of the principle of gender equality and shall thus ’inter alia’ refrain from
discriminating on the grounds of gender, marital status or family responsibilities. Tenderers are
to ensure that these principles are manifest in the organigram of the company where the
principles aforementioned, including the selection criteria for access to all jobs or posts, at all
levels of the occupation hierarchy are amply proven. In this document words importing one
gender shall also include the other gender.
Page 15
VOLUME 1 SECTION 2 – TENDER FORM
(A separate, distinct Tender Form must be submitted for EACH OPTION – if applicable - submitted)
Publication reference: UM1716- TENDER FOR THE SUPPLY, DELIVERY AND INSTALLATION OF
OFFICE FURNITURE PRODUCED WITH ENVIRONMENTAL FRIENDLY MATERIALS AND PROCESSES,
FOR THE INSTITUTE OF DIGITAL GAMES OFFICES AT THE UNIVERSITY OF MALTA
A. TENDER
SUBMITTED BY:
(This will be included in the Summary of Tenders Received)
Name(s) of tenderer(s)
Leader
Nationality
1
Partner
Proportion
of
Responsibilities2
1
Etc …
1. Add/delete additional lines for partners as appropriate. Note that a sub-contractor is not considered to be a partner for the purposes
of this tender procedure. If this tender is being submitted by an individual tenderer, the name of the tenderer should be entered as
'leader' (and all other lines should be deleted)
2. Proposed proportion of responsibilities between partners (in %) with indication of the type of the works to be performed by each
partner (the company acting as the lead partner in a joint venture/consortium, they must have the ability to carry out at least 50% of
the contract works by its own means. If a company is another partner in a joint venture/consortium (i.e. not the lead partner) it must
have the ability to carry out at least 10% of the contract works by its own means).
Supply intended to be subcontracted
Name and details of
sub-contractors
Value of subcontracting as
percentage of the
total cost 3
Experience in
similar supplies
(details to be
specified)
1
2
(.)
3. The maximum amount of sub-contracting must not exceed 10% of the total contract value. The main contractor must have the ability
to carry out at least 90% of the contract works by his own means.
NOTE TO COMPILER: THIS SECTION IS TO BE REMOVED/MARKED NOT APPLICABLE IF NO SUB-CONTRACTING IS ALLOWED. LIAISE WITH DOC
B
CONTACT PERSON (for this tender)
Name
Surname
Telephone
(____) ________________________
Fax
(____) ________________________
Address
............................................................................................................. ..
...............................................................................................................
...............................................................................................................
E-mail
Page 16
C
TENDERER'S DECLARATION(S)
To be completed and signed by the tenderer (including each partner in a consortium).
In response to your letter of invitation to tender for the above contract, we, the undersigned, hereby
declare that:
1
We have examined, and accept in full and in its entirety, the content of this tender document
(including subsequent Clarifications Notes issued by the University of Malta) for invitation to tender No
[UM1716] of [11/06/2013]. We hereby accept the contents thereto in their entirety, without
reservation or restriction. We also understand that any disagreement, contradiction, alteration or
deviation shall lead to our tender offer not being considered any further.
2
We offer to supply, in accordance with the terms of the tender document and the conditions and time
limits laid down, without reserve or restriction, the following supplies:
Bill A: Office Furniture & Chairs
Bill B: Dayworks
3
The total price of our tender (inclusive of duties, VAT, other taxes and any discounts) is:
Bill A – Bill B: [……………………………………………..] (from the summary on page 58 of this document)
4
This tender is valid for a period of 150 days from the final date for submission of tenders.
5
If our tender is accepted, we undertake to provide a performance guarantee of 10% of the contract
value as required by the General Conditions.
6
We are making this application in our own right and [as partner in the consortium led by < name of
the leader / ourselves > ] for this tender UM 1716. We confirm that we are not tendering for the same
contract in any other form. [We confirm, as a partner in the consortium, that all partners are jointly
and severally liable by law for the performance of the contract, that the lead partner is authorised to
bind, and receive instructions for and on behalf of, each member, and that all partners in the joint
venture/consortium are bound to remain in the joint venture/consortium for the entire period of the
contract's performance]. We are fully aware that, in the case of a consortium, the composition of the
consortium cannot be modified in the course of the tender procedure.
7
We are not bankrupt or under an administration appointed by the Court, or under proceedings leading
to a declaration of bankruptcy. We also declare that we have not been convicted criminally, or found
guilty of professional misconduct. Furthermore, we are up-to-date in the payment of social security
contributions and other taxes.
8
We accept that we shall be excluded from participation in the award of this tender if compliance
certificates in respect of declarations made under Clause 7 of this declaration are not submitted by
the indicated dates.
9
We agree to abide by the ethics clauses of the instructions to tenderers and, in particular, have no
potential conflict of interests or any relation with other candidates or other parties in the tender
procedure at the time of the submission of this application. We have no interest of any nature
whatsoever in any other tender in this procedure. We recognise that our tender may be excluded if we
propose key experts who have been involved in preparing this project or engage such personnel as
advisers in the preparation of our tender.
10
We will inform the University of Malta immediately if there is any change in the above circumstances
at any stage during the implementation of the contract. We also fully recognise and accept that any
false, inaccurate or incomplete information deliberately provided in this application may result in our
exclusion from this and other contracts funded by the Government of Malta and the European
Communities.
11
Our tender submission has been made in conformity with the Instructions to Tenderers, and in this
respect we confirm having included in the appropriate packages as required, the following
documentation:
(a)
Tender Guarantee (Note 1)
o Bid Bond (Not Applicable)
Page 17
(b)
(c)
(d)
General Information (Note 2)
o Proof of Purchase (Receipt) – Not Applicable for this tender
o Statement on Conditions of Employment
Selection Criteria (Note 2)
Financial and Economic Standing (Note 2)
o Not applicable
Technical Capacity (Note 3)
● Experience as Contractor
(e)
Evaluation Criteria/Technical Specifications (Note 3)
● Tenderer’s Technical Offer
● Literature /List of Samples
(f)
Tender Form, and Financial Offer/Bill of Quantities (Note 3)
Notes:
1. Tenderers will be requested to clarify/rectify, within two working days from
2.
3.
notification, the tender guarantee only in the following two circumstances:
either incorrect validity date, and/or incorrect value. This is indicated by the
symbol ○
Tenderers will be requested to either clarify/rectify any incorrect and/or
incomplete documentation, and/or submit any missing documents within two
working days from notification. This is indicated by the symbol ○
No rectification shall be allowed. Only clarifications on the submitted
information may be requested. This is indicated by the symbol ●
12
I acknowledge that the Central Government Authority and/or Contracting Authority shall request
rectifications in respect of incomplete/non-submitted information pertinent to the documentation
listed in Clause 11(a), 11(b), and 11(c) of this Tender Form. We understand that such rectification/s
must be submitted within two (2) working days, and will be subject to a non-refundable administrative
penalty of €50, and that failure to comply shall result in our offer not being considered any further.
13
We note that the University of Malta is not bound to proceed with this invitation to tender and that it
reserves the right to cancel or award only part of the contract. It will incur no liability towards us
should it do so.
Name and Surname:
_________________________________________
I.D. / Passport Number:
_________________________________________
Signature of tenderer:
_________________________________________
Duly authorised to sign this
tender on behalf of:
_________________________________________
Company/Lead Partner VAT No:
(if applicable)
_________________________________________
Stamp of the firm/company:
_________________________________________
Place and date:
_________________________________________
Page 18
VOLUME 1 SECTION 3 – TENDER GUARANTEE FORM – Not Applicable for this
Tender
[On the headed notepaper of the financial institutions providing the guarantee]
Whereas
the
Director
of
Contracts
has
invited
tenders
for
............................................................................................................................. ........,
and whereas Messrs .................................................................................... [Name of tenderer ]
(hereinafter referred to as the Tenderer) is submitting such a tender in accordance with such invitation, we
................................................... [Name of Bank], hereby guarantee to pay you on your first demand
in writing a maximum sum of ................................................................. Euro (€...............) in
case the Tenderer withdraws his tender before the expiry date or in the case the Tenderer fails to provide
the Performance Bond, if called upon to do so in accordance with the Conditions of Contract.
The guarantee becomes payable on your first demand and it shall not be incumbent upon us to verify
whether such demand is justified.
This guarantee is valid for a period of one hundred and fifty (150) days from the closing date of submission of
tenders, and expires on the .................................... Unless it is extended by us or returned to us for
cancellation before that date, any demand made by you for payment must be received at this office in
writing not later than the above-mentioned expiry date.
This document should be returned to us for cancellation or utilisation or expiry or in the event of the
guarantee being no longer required.
After the expiry date and in the absence of a written demand being received by us before such expiry date,
this guarantee shall be null and void, whether returned to us for cancellation or not, and our liability
hereunder shall terminate.
Yours faithfully,
..................................
Bank Manager
..................................
Date
Page 19
Annex To Tender Guarantee Form – Not Applicable
Contact Details of Tenderer
Name of Tenderer/Joint
Venture/Consortium
......................................................................
......................................................................
Email Address
......................................................................
Telephone Number
......................................................................
Fax Number
......................................................................
Mobile Number
......................................................................
Name and Surname of Contact Person (Title)
......................................................................
(To be submitted with the Tender Guarantee in case the provisions of Article 1.1 of the Instructions to
Tenderer need to be applied)
Page 20
VOLUME 1 SECTION 4 - TENDERER’S STATEMENTS
1. Statement on Conditions of Employment
Tenderers are to ensure that self-employed personnel are not engaged on this contract.
Non-compliance will invalidate the contract.
It is hereby declared that all employees engaged on this contract shall enjoy working conditions such as
wages, salaries, vacation and sick leave, maternity and parental leave as provided for in the relative
Employment Legislation. Furthermore, we shall comply with Chapter 424 of the Laws of Malta (Occupational
Health and Safety Authority Act) as well as any other national legislation, regulations, standards and/or
codes of practice or any amendment thereto in effect during the execution of the contract.
In the event that it is proved otherwise during the execution of the contract it is hereby being consented
that the contract is terminated with immediate effect and that no claim for damages or compensation be
raised by us.
Signature:
.............................................................
(the person or persons authorised to sign on behalf of the tenderer)
Date:
.............................................................
Page 21
2 - List of Principal Deliveries
List of principal deliveries effected during the past one (1) year:
Description of Supplies
Total Value of Supplies
Date of Delivery
Client*/
Contracting Authority*
* In so listing the end clients, I am giving my consent to the Evaluation Committee, so that the latter may, if
it deems necessary, contact the relevant clients, with a view to obtain from them an opinion on the supplies
provided to them.
Signature:
....................................................................
(the person or persons authorised to sign on behalf of the tenderer)
Date:
....................................................................
Page 22
3 - Literature/List of Samples
1. List of literature to be submitted with the tender:
Item
1.1
Description
Technical literature and brochures for all furniture
including Catalogues for the Office Furniture.
Reference in Technical
Specifications
Please refer to Volume 3 – Technical
Specifications
The model number and/or type of the proposed
products should be clearly marked on the technical
literature accompanying the tender offer. It is very
important that each item is cross referenced in the
catalogues/brochures supplied.
1.2
1.3
1.4
2. List of samples to be submitted with the tender: Not Applicable
Item
2.1
Description
Not Applicable
Reference in Technical
Specifications
Not Applicable
2.2
Samples of materials should be clearly marked with the name of Tenderer and tender number. Samples should be
delivered to the Estates and Works Department, University of Malta, before closing date and time of tender .
Signature:
....................................................................
(the person or persons authorised to sign on behalf of the tenderer)
Date:
....................................................................
Page 23
VOLUME 1 SECTION 5 – GLOSSARY
Definitions
Note: the present definitions are given here for convenience only, in the context of the tender procedure.
The definitions set out in the contract as concluded are determining for the relations between the parties
to the contract.
Administrative order: Any instruction or order issued by the Project Manager to the Contractor in writing
regarding the execution of the contract.
Breakdown of the overall price: A heading-by-heading list of the rates and costs making up the price for a
lump-sum contract.
Central Government Authority: means the Department of Contracts
Contracting Authority / The University of Malta: means the final beneficiary.
Conflict of interest: Any event influencing the capacity of a candidate, tenderer or supplier to give an
objective and impartial professional opinion, or preventing him, at any moment, from giving priority to the
interests of the University of Malta. Any consideration relating to possible contracts in the future or conflict
with other commitments, past or present, of a candidate, tenderer or supplier, or any conflict with his own
interests. These restrictions also apply to subcontractors and employees of the candidate, tenderer or
supplier.
Contract value: The total value of the contract to be paid by the Contracting Authority in terms of the
agreed terms and conditions.
Contractor: The successful tenderer, once all parties have signed the contract.
Day: Calendar day.
Dayworks: Varied work inputs subject to payment on an hourly basis for the Contractor's employees and
plant.
Defects Notification Period: The period stated in the contract immediately following the date of provisional
acceptance, during which the Contractor is required to complete the works and to remedy defects or faults
as instructed by the Engineer.
Drawings: Drawings provided by the Contracting Authority and/or the Engineer, and/or drawings provided by
the Contractor and approved by the Engineer, for the carrying out of the works.
Engineer's representative: Any natural or legal person, designated by the Engineer as such under the
contract, and empowered to represent the Engineer in the performance of his functions, and in exercising
such rights and/or powers as have been delegated to him. In this case, references to the Engineer will
include his representative.
Equipment: Machinery, apparatus, components and any other articles intended for use in the works
Evaluation Committee: a committee made up of an odd number of voting members (at least three)
appointed by the University of Malta and possessing the technical, linguistic and administrative capacities
necessary to give an informed opinion on tenders.
Final acceptance certificate: Certificate(s) issued by the Engineer to the Contractor at the end of the
defects notification period stating that the Contractor has completed his obligations to construct, complete,
and maintain the works concerned.
Final Beneficiary: The Department/Entity or other government body on whose behalf the Department of
Contracts has issued this tender.
Foreign currency: Any currency permissible under the applicable provisions and regulations other than the
Euro, which has been indicated in the tender.
Page 24
General conditions: The general contractual provisions setting out the administrative, financial, legal and
technical clauses governing the execution of contracts.
General damages: The sum not stated beforehand in the contract, which is awarded by a court or an
arbitration tribunal, or agreed between the parties, as compensation payable to an injured party for a
breach of the contract by the other party.
In writing: This includes any hand-written, typed or printed communication, including fax transmissions and
electronic mail (e-mail).
Liquidated damages: The sum stated in the contract as compensation payable by the Contractor to the
Contracting Authority for failure to complete the contract or part thereof within the periods under the
contract, or as payable by either party to the other for any specific breach identified in the contract.
Modification: An instruction given by the Engineer which modifies the works.
National currency: The currency of the country of the Contracting Authority.
Period: A period begins the day after the act or event chosen as its starting point. Where the last day of a
period is not a working day, the period expires at the end of the next working day.
Plant: appliances and other machinery, and, where applicable under the law and/or practice of the state of
the Contracting Authority, the temporary structures on the site required to carry out the works but excluding
equipment or other items required to form part of the permanent works.
Project Manager: The legal or natural person responsible for monitoring the execution of the contract on
behalf of the Contracting Authority, where the latter is not the Central Government Authority.
Provisional sum: A sum included in the contract and so designated for the execution of works or the supply
of goods, materials, plant or services, or for contingencies, which sum may be used in whole or in part, or
not at all, as instructed by the Engineer.
Site: The places provided by the Contracting Authority where the works are to be carried out and other
places stated in the contract as forming part of the site.
Special conditions: The special conditions laid down by the Contracting Authority as an integral part of the
tender document, amplifying and supplementing the general conditions, clauses specific to the contract and
the terms of reference (for a service contract) or technical specifications (for a supply or works contract).
Supervisor/Engineer: The legal or natural person responsible for administering the contract on behalf of the
Contracting Authority.
Tender document/s: The dossier compiled by the Contracting Authority and containing all the documents
needed to prepare and submit a tender.
Tender price: The sum stated by the tenderer in his tender for carrying out the contract.
Works: Works of a permanent or temporary nature executed under the contract.
Written communications: Certificates, notices, orders and instructions issued in writing under the contract.
Page 25
VOLUME 1 SECTION 6 – EXTRACTS FROM THE PUBLIC PROCUREMENT
REGULATIONS
Section 21 - Right of Recourse
(1) Where the estimated value of the public contract exceeds twelve thousand euro (€12,000) and
is issued by an authority listed in Schedule 1, any tenderer or candidate concerned shall have a
right to make a complaint to the Review Board in accordance with this regulation.
(2) (a) The contracting authority shall be obliged to issue a notice and affix an advertisement, in a
prominent place at its premises, indicating the awarded public contract, the financial aspect of the
award and the name of the successful tenderer. The contracting authority shall, by electronic
means or by fax, inform the tenderer or candidate concerned of the publication of the award. The
contracting authority shall be precluded from concluding the contract during the period allowed
for the submission of appeals.
(b) The award process shall be completely suspended if an appeal is eventually submitted.
(3) Any tenderer or candidate concerned who is aggrieved by the award indicated by the contract
authority may, within five working days from the publication of the notice, file a letter of
objection, together with a deposit, with the contracting authority, clearly setting forth any reason
for his complaint. The deposit to be paid in respect of tenders valued at less than forty-seven
thousand euro (€47,000) shall be four hundred euro (€400), while those between forty-seven
thousand euro (€47,000) and one hundred and twenty thousand euro (€120,000) shall be 0.5% of
the estimated value of the tender, with a minimum deposit of four hundred euro (€400).
The letter by the complaining tenderer shall be affixed on the notice board of the contracting
authority and shall be brought to the attention of the recommended tenderer.
(4) After the expiry of the period allowed for the submission of a complaint, the contracting
authority shall deliver the letter of complaint, the deposit receipt and all documents relating to
the public contract in question to the Review Board who shall examine the matter in a fair and
equitable manner. In its deliberation the Review Board shall have the authority to obtain, in any
manner it deems appropriate, any other information not already provided by the contracting
authority. The Review Board shall determine the complaint by upholding or rejecting it. The
written decision of the Review Board shall be affixed on the notice board of the contracting
authority and copies thereof shall be forwarded to the Director of Contracts and all the parties
involved.
(5) The tenderer or candidate concerned who is not satisfied with the decision granted by the
Review Board may refer the matter to the Court of Appeal (Inferior Jurisdiction) in terms of article
41(6) of the Code of Organization and Civil Procedure within a period of sixty days. Such recourse
however may not delay the Head of the contracting authority from implementing the Review
Board’s decision.
(6) Tender documents issued in terms of this Part shall include a clause informing tenderers that
the award of the contract is subject to the right of recourse as provided for in this regulation, a
copy of which should be reproduced in the documents.
(7) The Minister shall have the authority by order to extend the provisions of this regulation in
order that recourse as provided in this regulation be made available also by authorities listed in
Schedule 3 and to prescribe the procedure by which such recourse is to be granted.
Page 26
VOLUME 2
VOLUME 2 SECTION 1 – DRAFT LETTER OF ACCEPTANCE
Our Ref: EB/eb/_______
[……………………………………..]
[……………………………………..]
[……………………………………..]
[……………………………………..]
[……………………………………..]
Attn [……………………………………..]
[……………………………………..]
Dear Sirs,
UM/1716 -
TENDER FOR THE SUPPLY, DELIVERY AND INSTALLATION OF OFFICE FURNITURE
PRODUCED WITH ENVIRONMENTAL FRIENDLY MATERIALS AND PROCESSES, FOR THE
INSTITUTE OF DIGITAL GAMES OFFICES AT THE UNIVERSITY OF MALTA
Letter of Acceptance no: [……………………………………..] - UM/1716 (To be quoted on all Correspondence)
========================================================================
This is to inform you that your Tender, dated the [……………………………………..], for the above mentioned goods
in caption, made under the abovementioned Call for Tenders, has been accepted by the University of Malta
in full compliance with the General Conditions of Contract that were attached to the Tender Documents.
As undertaken by your good selves in the tender you are to supply, deliver and install, the detailed furniture
as
per
tender
specifications
within
[……………………………………..]weeks,
for
a
sum
of
[……………………………………..]and provisional day works valued at [……………………………………..], both inclusive of
VAT and all as detailed and further amplified in your tendered offer no: [……………………………………..]dated the
[……………………………………..].
As undertaken by you in your tender and as stated in the General Conditions of Contract, you are to ensure
full compliance with the scope to affect delivery as detailed in the specifications. In this connection, your
attention is hereby being drawn to the relative Clauses of the General Conditions of Contract dealing with
your liabilities for failure to comply with the specifications referred to above.
Your attention is hereby drawn to Clause 35 of the Instruction to Tenderers, wherein you are required to
furnish the University of Malta, within 7 (seven) calendar days from the receipt/signatures of this Letter of
Acceptance, with a Bank Guarantee drawn on a local Maltese Bank for the amount of 10 (ten) % of the value
of this Contract and with a validity to expire on the __________ 20__. Said Guarantee has to be referenced
with the relevant Tender Number.
Failure to produce the said guarantee within the prescribed 7 (seven) days period may lead to the Contract
being considered as having been abandoned, in which case, you will become liable to the relevant penalties
stipulated in the General conditions of Contract.
Yours faithfully,
Director of Procurement
______________________________________________________________________________________________
I agree and confirm
---------------------
--------------------------
Name of Tenderer
Signature
Page 27
VOLUME 2 SECTION 2 – GENERAL CONDITIONS
The full set of General Conditions for Supply Contracts (Version 1.02 dated 1 December
2011) can be viewed/downloaded from:
www.contracts.gov.mt/conditions
It is hereby construed that the tenderers have availed themselves of these general
conditions, and have read and accepted in full and without reservation the conditions
outlined therein, and are therefore waiving any standard terms and conditions which they
may have.
These general conditions will form an integral part of the contract that will be signed with
the successful tenderer/s.
Page 28
VOLUME 2 SECTION 3 – SPECIAL CONDITIONS
These conditions amplify and supplement, if necessary, the General Conditions governing the
contract. Unless the Special Conditions provide otherwise, those General Conditions remain fully
applicable. The numbering of the Articles of the Special Conditions is not consecutive but follows the
numbering of the Articles of the General Conditions. Other Special Conditions should be indicated
afterwards.
General:
Kindly note that wherever there is the term ‘Central Government Authority’ in the General
Conditions, it is deemed to read as ‘the University of Malta’.
Article 2: Law and language of the contract
The Laws of Malta shall apply in all matters not covered by the provisions of the contract.
The language used shall be English.
Article 3: Order of precedence of contract documents
The contract is made up of the following documents, in order of precedence:
(a) the Letter of Acceptance,
(b) any other applicable documents.
Addenda have the order of precedence of the document they are modifying.
Article 4: Communications
4.1 Director of Procurement
Administration Building
University of Malta
Msida
Telephone: +356 2340 2212/3
Fax:
+356 21314307
Email:
tenders.procurement@um.edu.mt
Web:
www.um.edu.mt/procurement
All communications must be done in the English Language, as per General Conditions
Article 7: Supply of Documents
All drawings and a copy of the specifications shall be furnished to the contractor for his own use. The
architects shall furnish to the contractor, at his request, any instructions which, in the opinion of the
architect are necessary for the execution of any part of the work, such request to be made only within a
reasonable time for it is necessary to execute such a work in order to fulfil the contract.
Article 8: Assistance with Local Regulations
The contractor shall comply with and fulfil all obligations imposed by Act 19 of the Police Laws and shall
give all notices, obtain all permits, pay all fees that may be lawfully demanded by Public Offices in
respect of works and comply with all requirements of the law and lawful authority.
The contractor shall be responsible for the satisfactory working of the complete installation to the entire
satisfaction of the Engineer as regards workmanship, materials, execution and maintenance within the
guarantee periods specified and shall be responsible for compliance with all Statutory and Local
Regulations and for compliance with all the tests required by the Engineer and all tests required by
Enemalta Corporation.
Page 29
Article 9: The Contractor’s Obligations
Without prejudice to the Contents of Articles 11.1 to 11.10 of the General Conditions:The Contractor will be responsible for the safety of the works (including the materials and plant) until
they are taken possession of by the University and shall stand the risk and be responsible for and must
with all possible speed make good, all damage caused by accident, weather, storm or any other causes
at his own expense.
The Contractor must cover up and protect from damage from any cause, all new work. He must supply
protection from the whole of the works executed and any damage caused must be made good by the
contractor at his own expense
The work shall be carried out in accordance with the directions and to the satisfaction of the architects,
specifications and Schedule of Quantities and such further drawings and directions as may from time to
time be given by the architects or supplied by the contractor as part of this contract. If the work shown
on any such direction be in the opinion of the contractor, extra to that comprised in the specifications
he shall, before proceeding with such work, give notice to this effect to the architects, but if no notice
is given to the architects before the execution of the work, the contractor shall have no claim to any
extra payment in respect thereof.
The following drawings are being provided for general guidance of the scope of works.
The list of tender design/drawings is as follows :
University of Malta i-gaming
offices
Drawing 1 & 2
Drawing
Drawing
Drawing
Drawing
Drawing
Drawing
Drawing
3
4
5
6
7
8
9
Furniture Layout
Desk,
Swivel Chair
Bookcase
Low Level Cabinet
Meeting Table
Executive Chair
Foldable Table
Mobile Cabinet on Castors
Article 10: Origin
As per General Conditions
Article 11: Performance Guarantee
The value of the Performance Guarantee is 10% of the Contract value.
The performance guarantee shall be in the format given in Annex IV and shall be provided in the form of
a bank guarantee. It shall be issued by a bank in accordance with the eligibility criteria applicable for
the award of the contract. The guarantee will only be released in accordance with the Conditions of
Contract.
Article 12: Insurance
a)
All risks insurance:
Page 30
The contractor is to insure in the joint names of the Contracting Authority, the works against loss and
damage by fire, storm tempest, lightning, floods, earthquake, aircraft or anything dropped there from
aerial objects, riot and civil commotion for the full value thereof plus 15% of all the works executed and
all unfixed materials intended for, delivered to or placed on or adjacent to the works and shall keep
such works, materials so insured until the completion of the works.
b)
Third party insurance:
Without in any way limiting his responsibility under paragraph (a) above, the contractor shall effect a
policy of insurance against the risks mentioned therein to cover an amount of not less than €500,000
(five hundred thousand Euro) for any one occurrence with the number of occurrences unlimited. The
policy shall be in the joint names of the Contracting Authority and the contractor and shall include cross
liabilities clauses
Article 13: Performance Programme (Timetable)
Seven clear days before intended commencement of any works the Contractor shall furnish a,
programme of works, as the architect and project manager shall require.
Before proceeding with the execution of the work, the contractor shall obtain the architects’ and
project manager's approval of the manner in which he proposes to carry out each portion of the work.
Article 14: Contractor’s Drawings
Seven clear days before intended commencement of any works the Contractor shall furnish such working
drawings or information, as the architect and project manager shall require.
Article 15: Tender Prices
The tendered rates shall be inclusive of all work as specified, as well as any other works that are of a
contingent or indispensable nature for completing the work in its entirety. The rates shall be inclusive
of all materials necessary, profits and payments of Customs Duty and Landing charges on all imported
goods, VAT, taxes, ECO contribution, all hire of plant and machinery required as also all transport of
materials to the site of works and so on. Tenderers are to give rates as quoted for. No claims arising
from lack of ascertaining the site condition shall be entertained.
The tendered rates shall be fixed rates and no allowance will be made for fluctuations in rates and
prices or for any increase or decrease in the cost of labour and/or materials and other costs mentioned
under Clause 18.1
Article 17: Patents and Licences
As per General Conditions
Article 18: Commencement Order
Following the signature of the Letter of Acceptance, the Contractor will be notified in writing to
commence works on site.
As soon as possession of the site is given to the Contractor, he shall proceed with the works and
complete same as soon as possible. It is essential that the whole of this work be completed at the
earliest possible.
Should there be no queries from the Contractor, the necessary work shall proceed and be completed as
soon as possible, respecting the deadlines specified in Article 15 above.
Page 31
Article 19: Period of Execution of Tasks
It is to be made absolutely clear that all works envisaged in this contract are to be completed by not
later than five (5) weeks from the order to start work which will be issued following the Letter
of Acceptance. Tenderers are warned that their offers may not be accepted if this clause is not
acceded to.
Article 21: Delays in Execution
If the Contractor fails to start the works assigned to him on the specified starting date, a penalty of one
thousand two hundred Euros (€1200) per day including Sundays and public holidays shall be imposed
until the works have commenced. Subsequently the Contractor shall be subject to a penalty for delay of
one thousand two hundred Euros (€ 1200) per day inclusive of Sundays and Public Holidays for any delays
over the 5 week period, up to a limit of 20% of the awarded contract. As soon as this figure is reached
the Contracting Authority reserves the right to invoke Clause 34.2 ( c ) of the General Conditions.
Article 22: Variations
As per General Conditions
Article 23: Suspension
The words “Community Budget” are to be replaced by the word “Capital Budget”
Article 24: Quality of Supplies
a)
All materials required for the completion of the works specified shall be provided by the
contractor.
b)
The work is to be carried out in the best customary practice and the architect in charge is to be
satisfied that the quantity of the materials conforms to that specified herein.
c)
The contractor shall provide without extra charge all labour and equipment required by the
architect in charge of testing, measuring or proving the efficiency of any of the materials used or
of any portion or portions of the completed works.
d)
The Contractor shall guarantee the works that he has carried out, for a Minimum period of twelve
months after completion, against defective materials and all workmanship
Article 25: Inspection and Testing
Tests on any materials, causes, etc. may be taken at any time during the course of the works and the
contractor shall be bound to provide the architect with all such assistance, instruments, machines,
labour and materials as are normally required for examining, measuring and testing any work, and the
quality, weight or quantity of any materials used and shall supply samples of materials before
incorporation in the works, for testing as may be required by the architects, the Project Manager or
Supervisor.
Article 26: Payments: General Principles
(a) Payments shall be made in Euro, up to 95% of the certified works carried out, with 5% being kept as
retention money.
(b) Payments shall be made by the University of Malta.
The payment terms referred to under the relative Clause of the General Conditions particular to this
tender state that payment shall be effective within a reasonable period time. This should be taken to
mean that payment is to be effected within 60 days from the date of receipt of the invoice or request
Page 32
for goods delivered, services rendered of work carried out to the satisfaction of the Head of Department
or his representative.
Whenever the 30-day period is mentioned in this article, it is deemed to be 60 days.
Article 26: Pre-financing
Not Applicable to this Tender
Article 26: Retention Monies
The balance of 5% of the contract sum retained as per Article 43.1 above, will be retained for the
duration of the defects liability period as stipulated in Article 39 (d) above and will only be refunded if
defective work, if any, had been made good to the satisfaction of the architects, the Project Manager
and/or the Supervisor of the Contracting Authority.
Article 28: Delayed Payments
The period quoted in Article 28.1 of the General Conditions may be subject to change according to the
particular needs of the Department
Once the deadline laid down in Article 28.1 has expired, the Contractor may, within two months of late
payment, claim late-payment interest:
[Malta Funds]
A contractor would become entitled to the payment of interest at 2% over the rate of interest
established by the European Central Bank for that particular period.
By way of exception, when the interest calculated in accordance with this provision is lower than or
equal to €200, it shall be paid to the Contractor only upon a demand submitted within two months of
receiving late payment.
Article 31: Provisional Acceptance
As per General Conditions
Article 32: Warranty Obligations
The Contractor shall replace at his expense any work, which is proven to be defective even after
completion.
Article 40: Amicable dispute settlement
If the amicable dispute-settlement procedure fails, the Parties may, in the case of decentralised
contracts, agree to try conciliation through the Maltese Conciliation Procedure. If no settlement is
reached within 120 days of the start of the conciliation procedure, each Party shall be entitled to move
on to the next state of the dispute-settlement procedure.
Article 41: Dispute Settlement by Litigation
Any dispute between the Parties that may arise during the performance of this contract and that has not
been possible to settle otherwise between the Parties shall be submitted to the arbitration of the Malta
Arbitration Centre in accordance with the Arbitration Act (Chapter 387) of the Laws of Malta.
This law is based on “Model Law” which is the Model Law on International Commercial Arbitration
adopted on June 21, 1985 by the United Nations Commission on International Trade Law reproduced in
the First Schedule of the Arbitration Act.
Article 44: Checks and Audits
Not Applicable
Page 33
VOLUME 2 SECTION 4 – SPECIMEN PERFORMANCE GUARANTEE
(LETTERHEAD OF THE REGISTERED FINANCIAL INSTITUTION PROVIDING THE GUARANTEE)
Director of Procurement
Procurement Directorate
Administration Building
Msida MSD2080
Malta
[Date]
Dear Sir,
Our Guarantee Number .......................... for €......................
Account: [Account Holder’s Name]
In connection with the contract entered into between yourself on behalf of the Director of Contracts and
[Name and Address of Contractor] hereinafter referred to as “the Contractor” as per the latter’s tender and
your acceptance under [UM 1716], whereby the contractor undertook the [title of contract] in accordance
with Article 11 of the Special Conditions the [works/services/supplies] as mentioned, enumerated or referred
to in the Specification and/or Bills of Quantities forming part of the contract documents, we hereby
guarantee to pay you on demand a maximum sum of €[amount in works and numbers] in case the
obligations of the above-mentioned contract are not duly performed by the Contractor.
This guarantee will become payable on your first demand and it shall not be incumbent upon us to verify
whether such demand is justified.
For avoidance of doubt it is hereby declared that although this instrument gives rise to legal relations
between the guarantor and the beneficiary, it is hereby specifically declared for all intents and purposes of
law that this guarantee does not exempt the above-mentioned Contractor from any obligations, acts of
performance or undertaking assumed under the tender documents as ratified in the contract.
Any payments due to the contractor in respect of the obligations entered into under the contract above
referred to shall be made through this Bank.
This guarantee expires on the [expiry date] and unless it is extended by us or returned to us for cancellation
before that date any demand made by you for payment must be received in writing not later than the
aforementioned expiry date.
This document should be returned to us on utilization or expiry or in the event of the guarantee being no
longer required.
After the expiry date and in the absence of a written demand being received by us before such expiry date,
this guarantee shall be null and void, whether returned to us or not, and our liability hereunder shall
terminate.
This guarantee is personal to you, and is not transferable or assignable.
Yours Faithfully,
.............................................
[Signatory on behalf of Guarantor]
Page 34
VOLUME 3 - TECHNICAL SPECIFICATIONS
Note:
Where in this tender document a standard is quoted, it is to be understood that the Contracting
Authority will accept equivalent standards. However, it will be the responsibility of the respective
bidders to prove that the standards they quoted are equivalent to the standards requested by the
Contracting Authority.
3.1
General
3.1.1
The Tender comprises the supply delivery and installation of office furniture, University of Malta.
3.1.2 The Contractor shall when so instructed and within twelve calendar days from the date of issue of
the Letter of Acceptance, submit for the approval of the Project Manager a fully assembled and finished
sample of any of the proposed furniture items.
3.1.3
The Tender comprises the supply and installation office furniture for the University of Malta.
Note: All dimensions given in this specification are approximate , and a + or – 100mm tolerance will be
acceptable in sizes but not in desk height and wood thickness.
It is very important that prospective bidders submit ALL the technical literature regarding ALL the
furniture to be offered. All literature is to be clearly labelled showing proposed model numbers cross
referenced to the individual items in the Bills of Quantities (where applicable).
3.1.4 Compliance with Green Public Procurement Criteria (GPP) – where applicable
3.1.4.1 Wood and wood-based materials
All wood and wood-based materials shall come from legally sourced timber.
3.1.4.1.1 Verification:
a) Certificates of chain of custody for the wood certified as FSC, PEFC or any other equivalent
means of proof, will be accepted as proof of compliance.
b) The legal origin of wood can also be demonstrated with a tracing system being in place. These
voluntary systems may be 3rd party certified, often as part of ISO 9000 and/or ISO 14 000 or
EMAS management system. If wood stems from a country that has signed a Voluntary
Partnership Agreement (VPA) with the EU, the FLEGT licence may serve as proof of legality.
c) For the non-certified wood bidders shall indicate the types (species), quantities and origins of
the wood used in production, together with a declaration of their legality. As such the wood
shall be able to be traced throughout the whole production chain from the forest to the
product.
d) In specific cases, where the evidence provided is not considered sufficient to prove compliance
with the requested technical specifications, the University of Malta may ask suppliers for
further clarifications of proof.
3.1.4.2 Plastic parts
All plastic parts ≥ 50g shall be marked for recycling according to ISO 114 69 or equivalent and must not
contain additions of other materials that may hinder their recycling.
3.1.4.2.1 Verification:
a) Bidders must provide a description of the plastic materials that are present and the quantities used,
the way in which they are labelled and how they are attached to one another or to other materials.
b) Products carrying a type I ecolabel fulfilling the selected criteria will be deemed to comply.
Page 35
3.1.4.3 Surface coating of wood, plastic and/or metal parts
The products used for surface coating shall:
a) Not contain hazardous substances that are classified according to Directive 1999/45/EC as
carcinogenic (R40, R45, R49), harmful to the reproductive system (R60,R61, R62, R63), mutagenic
(R46, R68), toxic (R23, R24, R25, R26, R27, R28, R51), allergenic when inhaled (R42) or harmful to
the environment (R50, R50/53, R51/53, R52, R52/53, R53). cause heritable genetic damage (R46),
danger of serious damage to health by prolonged exposure (R48), possible risks of irreversible effects
(R68).
b) Not contain more than 5% by weight of volatile organic compounds (VOCs).
c) For phtalates: no use is allowed of phtalates that at the time of application fulfil the classification
criteria of any of the following risk phrases (or combinations thereof): R60, R61, R62, in accordance
with Directive 67/548/EEC and its amendments.
d) Not contain aziridine
e) Not contain Chromium (VI) compounds
3.1.4.3.1
Verification:
Bidders must present a list with all surface treatment substances used for each material present in the
furniture and their Security Data Sheet or equivalent documentation demonstrating compliance with
the above criteria. Furniture carrying a type I ecolabel will be deemed to comply.
3.1.4.4 Adhesives and glues
The VOC content of adhesives used in the assembly of furniture shall not exceed 10% by weight.
3.1.4.4.1 Verification:
Bidders must present a list with all adhesives used in the assembly of furniture and their Security Data
Sheet or equivalent documentation where the amount of VOCs is displayed demonstrating compliance
with the above criteria. Furniture carrying a type I ecolabel fulfilling will be deemed to comply.
3.1.4.5 Packaging materials
a) Packaging must consist of readily recycled material, and/or materials taken from renewable
resources, or be a multi-use system.
b) All packaging materials shall be easily separable by hand into recyclable parts consisting of one
material (e.g. cardboard, paper, plastic, textile).
3.1.4.5.1 Verification:
A description of the product packaging shall be provided together with a corresponding declaration of
compliance with these criteria.
3.1.4.6 Spares and Availability
3.1.4.6.1 In the event that furniture is to be procured from overseas, the successful tenderer must ensure
that an adequate number of spares, including but not restricted to hinges, handles, locks,
supporting plates, internal and external accessories etc, shall be readily available locally from
stock.
3.2
Fabrication Standard
3.2.1
Unless specified otherwise under the individual headings furniture items shall be constructed to the
requirements of BS 5873.
3.3
Furniture - Level of Usage
3.3.1
Unless otherwise stated under the individual headings the level of usage for test parameters
indicated in this specification shall be Test Level 5 (Severe Contract) or equivalent.
Page 36
3.4
Furniture – Dimensions
3.4.1
The Contractor may propose slight variations to the dimensions (according to clause 3.1.3 above), to
suit their design and production, for the approval of the Project Manager.
3.4.2
It is the responsibility of the Contractor to verify and/or take the exact measurement of all furniture
in relation to the site before commencing manufacturing and/or assembly.
3.5
Furniture for General Educational Areas
3.5.1
The typical functional dimensions shall comply with EN 1729-1 unless otherwise indicated in the
Drawings.
3.5.2
The safety requirements and test methods shall comply with EN 1729-2.
3.6
Office Furniture – Tables and Desks
3.6.1
The typical functional dimensions of office work tables and desks shall comply with BS EN 527-1.
3.6.2
The mechanical safety requirements of office work tables and desks shall comply with BS EN 527-2.
3.6.3
The test methods for the determination of stability and mechanical strength of office work tables
and desks shall comply with BS EN 527-3.
3.7
Office Furniture – Work Chair
3.7.1
The typical functional dimensions of office work chairs shall comply with EN 1335-1
3.7.2
The safety requirements of office work chairs shall comply with EN 1335-2.
3.7.3
The safety test methods of office work chairs shall comply with EN 1335-3.
3.8
Office Furniture – Furniture used for Storage
3.8.1
The typical functional dimensions of office furniture intended for storage shall comply with CEN/TR
14073-2 unless otherwise indicated in the Drawings.
3.8.2
The safety requirements of office furniture intended for storage shall comply with EN 14073-2.
3.8.3
The test methods for the determination of stability and strength of office furniture intended for
storage shall comply with EN 14073-3.
3.9
Office Furniture – Moving Parts of Furniture
3.9.1
The test methods for the determination of strength and durability of moving parts of tables, desks
and furniture intended for storage shall comply with EN 14074.
3.10
Office Furniture – Visitors Chairs
3.10.1 The visitor’s chairs shall comply with EN 13761.
Page 37
3.11
Furniture - Surface Resistance
3.11.1
The resistance of furniture surfaces shall be assessed as follows:
3.11.1.1
Resistance to cold liquids in accordance with EN 12720.
3.11.1.2
Resistance to wet heat in accordance with EN 12721.
3.11.1.3
Resistance to dry heat in accordance with EN 12722
3.11.1.4
Resistance to Acids, Base, Salts, Organic Chemicals, Solvents, Biological Stains – No Effect.
3.12
Furniture - Surface Reflectance
3.12.1 The level of furniture surface reflectance shall be assessed in accordance with EN 13721.
3.12.2 The level of furniture surface gloss shall be assessed in accordance with EN 13722.
3.12.3 Furniture - Brackets
3.12.4 Brackets shall be manufactured from zinc plated steel to BS 1706 and subsequently clear passivated.
3.13
Furniture - Edgings
3.13.1 As far as possible all exposed edges shall be rounded. The core material shall be adequately sealed
and protected at the edge. Typical protection to edging shall be as follows:
3.13.1.1
Rubber
3.13.1.2
ABS
3.13.1.3
Laminate
3.13.1.4
Plastic
3.13.1.5
Beechwood
3.14
Furniture Hardware and Ironmongery - General
3.14.1
Hardware and ironmongery shall comply with the following standards:
3.14.1.1
Corrosion resistance:
EN 1670
3.14.1.2
Lever Handles and knob Furniture
EN 1906
3.14.1.3
Locks and Latches:
EN 12209
3.15
Furniture Hardware and Ironmongery - Castors and Wheels for Furniture
3.15.1 Castors and wheels forming part of furniture items shall comply with EN12528.
Page 38
3.15.2 Castors for swivel chairs shall comply with EN 12529.
3.16
Furniture Hardware and Ironmongery - Hinges
3.16.1 The hinges shall comply with BS 4875, Part 7, Level 4.
3.16.2 Concealed hinges shall be heat-tempered, all-metal construction with 3 dimensional adjustments in
the hinge arm.
3.16.3 Single Axis Hinges shall comply with EN 1935.
3.16.4 The units shall be supplied with a minimum number of hinges adequate for
height, weight and unit stability.
the
anticipated
door
3.16.5 For a standard door width of 450mm the following typical minimum number of hinges quantities shall
apply:
Table 1 - Number of Hinges
Door Height (mm)
1000
1500
2000
2500
Weight (kg)
4 to 6
6 to 12
12 to 17
17 to 22
No. of Hinges
2
3
4
5
3.16.6
The hinges shall have an integral self-closing mechanism which comes into action at an angle of
between 70 to 100 degrees.
3.16.7
The hinge opening angle shall typically be between 90 and 120 degrees for wood door panels and
94 degrees for glass door panels.
3.16.8
The hinge assembly shall typically consist of the mounting plate, the hinge boss and the arm.
The mounting plate fixing may be assisted by in-line dowel guides. The hinge pin shall be fabricated from
stainless steel.
3.16.9
The hinge shall allow for cranking and overlay adjustment.
3.16.10
The door hinges shall be procured from a reputable manufacturer with a certified production
control system.
3.16.11
The door hinge mounting plates shall be attached to the carcase by suitable screws of adequate
depth, form and width.
3.17
Furniture - Glass
3.17.1
All glazing used in furniture shall be laminated safety glass complying with EN ISO 12543-1 to 6.
3.17.2
The test methods for glass in furniture shall comply with EN 14072.
Page 39
3.18
Furniture for ICT - General
3.18.1
Furniture designed specifically for ICT equipment, especially keyboard support, shall comply
with EU Directive 90/70/EEC on the minimum health and safety requirements for work with
VDU’s.
3.19
Furniture for ICT - Ergonomics
3.19.1
Ergonomic requirements for office furniture used with VDU’s shall comply with BS EN ISO 9241-5
and 6.
3.20
Furniture for ICT - Provision for Services Connections
3.20.1
3.20.2
3.20.3
Provision shall be made in furniture for daisy-chaining of cabling between tables.
The provisions for general wire management of cabling shall comply with BS 6396.
Access to services from the table top shall be provided through lift up flaps and/or circular
outlets.
3.21
Wood, Metals, and Plastics
3.21.1
Wood, metals and plastics shall be visually clean and free from infestation as indicated in BS EN
71.1.
3.22
Upholstered Furniture – Fire Safety
3.22.1
The upholstery shall comply with BS 5852 or EU equivalent (flame retardancy) for ignition
sources 0 (cigarette) and 1 (match).
3.23
3.23.1
Upholstery Fabrics – Cleaning, Colour Fastness and Durability
Fabrics shall be capable of retaining their colour fastness and after washing and dry cleaning of
level 4 / 5 when tested as indicated in ISO 105 C06 and ISO 105 D01.
3.23.2
Dimensional stability - Fabrics shall be capable of have a weft of < 0.2% and warp of < 2.8% after
washing when tested as indicated in EN ISO 6330/02.
3.23.3
Fabrics shall have a pilling resistance (Martindale) of at least 4 @ 5,000 cycles (EN ISO 12945-2)
3.23.4
Fabrics shall have an abrasion resistance (Martindale) > 30,000 cycles (EN ISO 12947-2)
3.23.4
Fabrics shall have a Colour fastness to natural daylight (ISO 105-B01) and artificial light (ISO 105B02) ≥ 4.
3.24
Timber - General
3.24.1
Timber shall comply with EN 942, Class J40 (BS1186, Class 2) or higher.
Page 40
3.24.2
When so requested by the Project Manager the Contractor shall supply detailed information on
the strength of the timber to be used as follows:
3.24.3
Strength graded hardwood: machine strength to EN 519 or visual to BS 4978.
3.24.4
Visual grading information may include:
Species Group,
Strength Grade or Class,
Moisture Content at Time of Grading,
Grader Reference Code, Standard Reference,
Certification Body Quality Mark.
3.24.5
Machine strength grading shall include the bending strength (N/mm 2) and density (kg/m3) of the
respective class i.e. D30, D35, D40, D50 D60 or D70 as in EN 519.
3.25
Timber Joinery - General
3.25.1
Timber joinery shall comply with BS 1186.
3.26
Furniture Finish - Veneer
3.26.1
Exterior surfaces indicated as veneer shall be to Grade 1.
3.27
Metal Frames - Welding
3.27.1
The welded frame elements shall normally be jointed using TIG (GTAW) welding technique or
approved equivalent.
3.28
Metal Frame Supports
3.28.1
All metal frames shall be of square, rectangular or round hollow section as shown as specified
and welded in full. The steel shall have no sharp edges. All legs must be fitted with plastic
covers and adjusters to compensate for any floor irregularities.
3.29
Metal Pre-Treatment
3.29.1
All mild steel items shall be chemically cleaned and iron phosphated to ensure excellent paint
adhesion.
3.30
Paint Finishing
3.30.1
Epoxy resin powder coating shall be used on all mild steel products.
3.30.2
The powder shall be applied by electrostatic spray guns and coated products shall then be
thermo-set in hot air ovens.
3.30.3
The powder coating finish shall have the following characteristics:
Table 2 - Paint Requirements
Characteristic
Minimum Thickness
Gloss Level
Resistance to Acids and Bases
Resistance to Solvents
Pencil Hardness
Value
80 microns
Mild Sheen, Gloss Level < 60 (% incidence @ 60 0 ) – EN ISO 2813
Excellent – No Softening
Excellent – No Softening (Excluding Acetone – Slight Softening)
Minimum 2H – ASTM D3363
Page 41
3.31
FOOT GLIDES
3.31.1
Foot glides shall have the following parameters:
Thread
M12
Thread Height
80mm min.
Base Width
80mm min. (max to be approved)
Point Load
125kg min.
3.32
Adhesives
3.32.1
The adhesives used for wood panels and joinery shall be synthetic resin type, complying with BS
EN 204, Class D4. Application of adhesives shall be in accordance with the manufacturer’s
instructions.
3.32.2
The adhesives used for exterior wood panels and external joinery shall be synthetic resin type,
complying with BS EN 301.
3.32.3
The adhesives used for interior wood panels and interior joinery shall be synthetic resin type,
complying with BS EN 301. Application of adhesives shall be in accordance with the
manufacturer’s instructions.
3.33
Wood-Based Panels - General
3.33.1
The determination of formaldehyde content for Wood-based panels shall be determined as per
BS EN 120.
3.33.2
The determination of formaldehyde release for Wood-based panels shall be determined as per
ENV 717.
3.33.3
The determination of load and creep factors for Wood-based panels shall be determined as per
ENV 1156.
3.33.4
The determination of the modulus of elasticity in bending and of bending strength for woodbased panels shall be determined as per EN 310.
3.34
Wood-Based Panels - Thickness
3.34.1
The thickness of wood-based panels shall generally be as follows:
Table 3 - Material Thickness
Type
HGS (Postformed) Worktops (excluding Table Tops) – Chipboard
Core
HGS (Postformed) Table Tops - Chipboard Core
HGS (Postformed) Front Elements - Chipboard Core
Melamine Worktops (excluding Table Tops) - Chipboard Core
Melamine Table Tops - Chipboard Core
Postform MDF Core
Particle Board (and Melamine Faced)
Hardboard (including Perforated and Lacquered)
Fibreboard MDF
Fibreboard MDF Veneer Faced
Fibreboard MDF Melamine Faced
Plywood
Plywood (Marine)
Plywood (Veneer, PVC coated, Decorative)
Thickness (mm)
30
30
19
30
30
18
8, 10, 16, 18, 25, 30
3.2
3.2, 6, 9, 12, 16, 18, 25, 30, 35
16, 15, 25
16
3.2, 5.2, 10, 12 16, 18
3.2, 6, 10, 12 16, 18
3.2
Page 42
3.35
Solid Wood Panels (SWP)
3.35.1
Technical characteristics for SWP shall comply with the requirements of BS EN 13353. Bonding
quality shall be determined as per CEN/TS 13354.
3.36
Chipboard (Particle Board)
3.36.1
All chipboard shall be produced from high density particle board to EN 312-1.
3.36.2
The formaldehyde emission shall be Class E1.
3.36.3
The particle board shall be of the following type (as indicated in the Bills of Quantities or
Drawings):
Type
Type
Type
Type
3.36.4
P1
P2
P3
P5
for general purpose boards, walls and ceilings;
for furniture;
for furniture with moisture resistance;
for areas prone to wetness, floors and construction
The technical characteristics for chipboard shall comply with:
Table 4 - particle Board Requirements Type P1
TYPE P1
Property
Bending
Strength
Internal Bond
Requirement
Test
Method
Unit
EN 310
N/mm2
EN 319
2
N/mm
3 to 6
Thickness Range (mm, Nominal)
> 6 to > 13 to > 20 to
> 25
> 32 to
13
20
25
to 32
40
> 40
14
12.5
11.5
10
8.5
7
5.5
0.31
0.28
0.24
0.20
0.17
0.14
0.14
Table 5 - Particle board Requirements Type P2
TYPE P2
Property
Bending
Strength
Modulus of
Elasticity in
Bending
Internal
Bond
Surface
Soundness
Requirement
Thickness Range (mm, Nominal)
> 6 to > 13 to > 20 to > 25 to
13
20
25
32
13
14
11.5
10
Test
Method
Unit
3 to 4
> 4 to
6
EN 310
N/mm2
13
15
EN 310
N/mm2
1800
1950
1800
1600
1500
EN 319
N/mm2
0.45
0.45
0.40
0.35
EN
3111
%
0.8
0.8
0.8
0.8
> 32 to
> 40
40
8.5
7
1350
1200
105
0
0.30
0.25
0.20
0.2
0
0.8
0.8
0.8
0.8
Page 43
Table 6 - Particle Board requirements - TYPE P3
TYPE P3
Property
Bending Strength
Modulus of
Elasticity in
Bending
Internal Bond
Swelling in
Thickness – 24h
Requirement
13
> 4 to
6
14
Thickness Range (mm, Nominal)
> 6 to > 13 to > 20 to > 25 to
13
20
25
32
15
14
12
11
> 32
to 40
9
N/mm2
1800
1950
2050
1950
1850
1700
1550
135
0
EN 319
N/mm2
0.50
0.50
0.45
0.45
0.40
0.35
0.30
0.25
EN 317
%
17
16
14
14
13
13
12
12
Test
Method
EN 310
N/mm
EN 310
Unit
3 to 4
2
> 40
7.5
Moisture Resistance
Option1 – Internal
Bond after cyclic
test
Swelling in
Thickness after
Cyclic Test
Option2 – Internal
Bond after boil
test
EN 321 +
EN 319
N/mm2
0.18
0.18
0.15
0.13
0.12
0.10
0.09
0.08
EN 321 +
EN 317
%
15
14
14
13
12
12
11
11
EN
1087/1
N/mm2
0.09
0.09
0.09
0.08
0.07
0.07
0.06
0.06
Table 7 - Particle Board Requirements TYPE P5
TYPE P5
Requirement
Thickness Range (mm, Nominal)
Property
Bending Strength
Modulus of Elasticity
in Bending
Internal Bond
Swelling in
Thickness – 24h
Test
Method
EN 310
3 to
4
20
> 4 to
6
19
> 6 to
13
18
> 13
to 20
16
> 20 to
25
14
> 25 to
32
12
> 32
to 40
10
EN 310
N/mm
2
2550
2550
2550
2400
2150
1900
1700
1550
EN 319
N/mm2
0.50
0.50
0.45
0.45
0.40
0.35
0.30
0.25
EN 317
%
13
12
11
10
10
10
9
9
Unit
N/mm2
> 40
9
Moisture Resistance
Option1 – Internal
Bond after cyclic
test
Swelling in
Thickness after
Cyclic Test
Option2 – Internal
Bond after boil test
EN 321 +
EN 319
N/mm
2
0.30
0.30
0.25
0.22
0.20
0.17
0.15
0.12
EN 321 +
EN 317
%
12
12
12
12
11
10
9
9
EN
1087/1
N/mm2
0.15
0.15
0.15
0.14
0.12
0.11
0.10
0.09
3.36.5
All chipboard shall be adequately colour-marked for ease of identification.
3.37
Melamine (MFC)
3.37.1
The melamine surfaces shall comply with the requirements of DIN 68765, Class 2 or equivalent.
3.37.2
The formaldehyde emission shall be Class E1.
3.37.3
The technical characteristics for melamine surfacing shall be as follows:
Page 44
Table 6 - Melamine Requirements
Characteristic
Thickness of Decorative Surfacing
Value
≥ 0.12 mm
Over 350 rotations for AH
Over 150 rotations for AV
≥ Level 6 (Scales of Blue)
≤ Level 1
≥ 1.5 Newton
DIN 53799/4.14.2 Groups 1+2, 4.14.5
E1
Abrasion Resistance
Light Fastness
Tear Resistance
Scratch Resistance
Stain Resistance
Formaldehyde Emission
Note:
AH
AV
Application Horizontal
Application Vertical
3.38
Cement Bonded Particle Board
3.38.1
Technical characteristics for cement bonded particle board shall comply with the requirements
of BS EN 634, Parts 1 and 2.
3.39
Oriented Strand Board (OSB)
3.39.1
OSB boards shall be:
3.39.2
Type OSB/1 for interior use in prevalent dry conditions;
3.39.3
Type OSB/3 for use in prevalent moist conditions;
3.39.4
Technical characteristics for OSB/1 boards shall comply with the requirements of BS EN 300
namely:
Table 7 - OSB/1 Requirements
Property
Bending Strength (Major
Axis)
Bending Strength (Minor
Axis)
Modulus of Elasticity in
Bending (Major Axis)
Modulus of Elasticity in
Bending (Major Axis)
Internal Bond
Swelling in Thickness –
24h
3.39.5
Requirement
Thickness Range (mm, Nominal)
6 to 10
> 10 and < 18 18 to 25
Test
Method
Unit
EN 310
N/mm2
20
18
16
EN 310
N/mm2
10
9
8
EN 310
N/mm2
2500
2500
2500
EN 310
N/mm2
1200
1200
1200
EN 319
N/mm
2
0.30
0.28
0.26
EN 317
%
25
25
25
Technical characteristics for OSB/3 boards shall comply with the requirements of BS EN 300
namely:
Page 45
Table 8 - OSB/3 Requirements
Property
Bending Strength (Major Axis)
Bending Strength (Minor Axis)
Modulus of Elasticity in
Bending (Major Axis)
Modulus of Elasticity in
Bending (Major Axis)
Internal Bond
Swelling in Thickness – 24h
Requirement
Thickness Range (mm, Nominal)
> 10 and <
18 to
6 to 10
18
25
22
20
18
11
10
9
Test
Method
Unit
EN 310
EN 310
N/mm2
N/mm2
EN 310
N/mm2
3500
3500
3500
EN 310
N/mm2
1400
1400
1400
EN 319
EN 317
2
0.34
15
0.32
15
0.30
15
N/mm2
9
8
7
N/mm2
0.18
0.15
0.13
N/mm2
0.15
0.13
0.12
N/mm
%
Moisture Resistance
Bending Strength after Cyclic
test – (Major Axis)
Option1 – Internal Bond after
cyclic test
Option2 – Internal Bond after
boil test
EN 321 +
EN 310
EN 321 +
EN 319
EN 1087/1
+ EN 319
3.40
Plywood
3.40.1
Plywood for prevalent dry conditions shall comply with BS EN 636, Bonding Class 1, Dry (EN 314).
3.40.2
Plywood for prevalent humid conditions shall comply with BS EN 636, Bonding Class 2, and Humid
(EN 314).
3.40.3
Plywood shall normally be of the veneer type. The appearance class shall be Class I or higher but
consideration, at the sole discretion of the Project Manager, shall be given to uniformity and
matching.
3.40.4
Blockboard and Laminboard alternatives to veneer plywood shall be to the approval of the
Project Manager.
3.40.5
The formaldehyde emission shall be Class E1.
3.41
Marine Plywood
3.41.2
Marine Plywood shall comply with BS 1088.
3.42
Fibre Board
3.42.1
Fibreboard shall normally consist of MDF for prevalent dry conditions or MDF.H for prevalent
humid conditions where indicated in the Drawings or Bills of Quantities.
3.42.2
The formaldehyde emission shall be Class E1
3.42.3
The technical characteristics of Fibreboard (MDF) shall comply with BS EN 622-5 namely:
Page 46
Table 9 - Fibreboard Requirements for Prevalent Dry Conditions (MDF)
Requirement
Property
Bending Strength
Modulus of
Elasticity in
Bending
Internal Bond
Swelling in
Thickness – 24h
3.42.4
Test
Unit
Method
EN 310 N/mm2
1.8 to
2.5
23
> 2.5
to 4.0
23
Thickness Range (mm, Nominal)
>4
>6
> 9 to
> 12
> 19
to 6
to 9
12
to 19 to 30
23
23
22
20
18
> 30
to 45
17
> 45
15
EN 310
N/mm2
NA
NA
2700
2700
2500
2200
2100
1900
1700
EN 319
N/mm2
0.65
0.65
0.65
0.65
0.60
0.55
0.55
0.50
0.50
EN 317
%
45
35
30
17
15
12
10
8
6
The technical characteristics of Fibreboard (MDF.H) shall comply with BS EN 622-5 namely:
Table 10 Fibreboard Requirements for Prevalent Humid Conditions (MDF.H)
Requirement
Thickness Range (mm, Nominal)
Property
Bending
Strength
Modulus of
Elasticity in
Bending
Internal Bond
Swelling in
Thickness – 24h
Test
Method
Unit
1.8 to
2.5
> 2.5
to 4.0
>4
to 6
>6
to 9
>9
to 12
> 12
to 19
> 19
to 30
> 30
to 45
> 45
EN 310
N/mm2
27
27
27
27
26
24
22
17
15
EN 310
N/mm2
2700
2700
2700
2700
2500
2400
2300
2200
2000
EN 319
N/mm2
0.70
0.70
0.70
0.80
0.80
0.75
0.75
0.70
0.60
EN 317
%
35
30
18
12
10
8
7
7
6
Moisture Resistance
Option1 –
EN 321
Internal Bond
+ EN
after cyclic test
319
Swelling in
EN 321
Thickness after
+ EN
Cyclic Test
317
Option2 –
EN
Internal Bond
1087/1
after boil test
3.43
3.43.1
N/mm2
0.35
%
N/mm2
0.35
0.35
0.30
0.25
0.20
0.15
0.10
0.10
50
40
25
19
16
15
15
15
15
0.20
0.20
0.20
0.15
0.15
0.12
0.12
0.10
0.10
Plastic Laminates – General
The plastic laminate shall be HPL to BS EN 438-1. Plastic laminated sheeting shall be 1.0 to ≤
2.0mm thick and in a colour approved by the Project Manager.
Page 47
Table 11 - HPL (HGS) Requirements
Abrasion
Resistance
Resistance to
Scratching
Boiling
Resistance
Dry Heat
Resistance
Dimensional
Stability at
High Temp.
Dimensional
Stability at
Ambient
Temp.
Impact
Resistance
Cracking
Resistance
Light
fastness
Stain
Resistance
Cigarette
Resistance
Steam
Resistance
Test Method
EN 438-2
Test 6
EN 438-2
Test 14
EN 438-2
Test 7
Unit
Revolutions minimum
Application
NA
350
Newtons minimum
NA
2.0
% mass increase max.
% thickness increase
max.
Rating minimum
H/V
19.6
H
11.5
4
% max.
H/V
EN 438-2
Test 10
% max.
H/V
EN 438-2
Test 11
EN 438-2
Test 13
EN 438-2
Test 16
EN 438-2
Test 15
EN 438-2
Test 18
EN 438-2
Test 24
Newtons minimum
H/V
0.55
longitudinal
1.01transverse
0.37
longitudinal
0.60
transverse
20
Rating minimum
H/V
4
Wool Blue Scale min.
H/V
6 to 7
Reagents 1+2 min.
Reagents 3+4 min.
Rating minimum
H/V
H/V
5
4
3
Rating minimum
H/V
4
EN 438-2
Test 8
EN 438-2
Test 9
Value
Notes
H=
Horizontal
V=Vertical
Colour
Dependent
3.44
Post-Formed Decorative Laminates
3.44.1
All post-form shall be in one piece continuous moulded surface with no joints.
3.44.2
The laminate (as per above) shall be bonded a chipboard core to BS EN 312 and precision postformed.
3.44.3
Postform for normal use worktops shall be at least 28mm thick.
3.44.4
Postform for heavy load worktops shall be at least 40mm thick.
3.44.5
Adhesive shall be high heat resistant on both faces and moisture resistant to
durability group D3 – flat areas and D2 – Postformed edges.
3.44.6
All exposed or cut edges and joint, including the rear edge shall be laminated and sealed. All
such protections shall resist heat to a maximum of 800C.
3.44.7
Surfaces for worktops shall normally be textured and non-directional, having a light colour for
better scuffs and scratches resistance.
3.44.8
The backing sheet (balance) for panels shall have a nominal thickness of 1.2mm except for
worktop balances where the thickness may be reduced.
3.44.9
The formaldehyde emission shall be Class E1.
BS
EN
Page 48
204,
3.45
Wood-Based Panels – Reaction to Fire performance
3.45.1
Wood-based panels shall comply with EU Directive 89/106/EEC and 2003/43/EC.
3.45.2
The fire performance class (EN 13501-1) shall be as follows:
Table 12 - Reaction to Fire
3.46
Material
Reaction to Fire performance Class
HPL Laminate
D-s2, d0.
Particle Board
D-s2, d0.
MDF
D-s2, d0.
Cement Bonded particle Board
B-s1, d0.
OSB
D-s2, d0.
Plywood
D-s2, d0.
Wood-Based Worktops
3.46.1 The underside of all worktops shall be protected by balances.
3.47
FURNITURE SPECIFICATIONS - General
3.47.1 MODULAR FURNITURE – High Pressure Laminate
3.47.1.1 All surfaces shall be of minimum thickness of 28 mm particle board faced with High Pressure
Laminate.
3.47.1.2 All door fronts and drawer fronts shall of minimum thickness of 18 mm particle board faced with
High Pressure Laminate. Doors shall have adjustable metal hinges.
3.47.1.3 The tops, bases, sides and doors shall have a minimum thickness of 18mm.
3.47.1.4 All visible edges shall be covered with an ABS edge profiles typically 2mm thick.
3.47.1.5 The thickness or structure (including any attachments) of the adjustable shelves shall be capable of
resisting a maximum uniform distributed load of 40kg without sagging.
3.47.1.6 The shelves adjustment grid shall typically be at 25mm centres. The grid shall be in the form of a
modular, pre-fabricated and pre-drilled narrow strip secured to the unit sides.
3.47.1.7 Framed tempered glass, shall be 4mm thick or frameless tempered glass shall be 5mm thick located
on adjustable metal hinges. The Frameless tempered glass wing doors shall have ground, rounded
edge profiles.
3.47.1.8 The units shall typically have a base plinth with adjustable ABS foot glides.
3.47.1.9 The units shall include key locks to all doors. The locking assembly shall typically consist of a top
and bottom lever-connected plungers or pin/hook assembly.
Page 49
3.48
Wood Desk ON Metal legs complete with Modesty Panel & Wire Grommet
(Items 1 & 2)
3.48.1 The desk shall have overall dimensions of:
L 1600 mm x W 800mm x H 750 mm.
L 1000 mm x W 800mm x H 750 mm
3.48.2 The Desk shall have steel height adjustable legs on wheels.
3.48.3 The Desk’s construction shall be as indicated in section 3.47.1 above.
3.48.4 The Desk shall also have a Modesty Panel of minimum width of 300mm
3.48.5 The Desk shall also be fitted with 1 in number Wire-Grommet (on the right –hand side) for easy
passage of cables.
3.49
Ergonomic Office Chair
(Item 3)
3.49.1 The typical ergonomic requirements of the office chair shall typically comply with BS EN ISO 9241-5.
3.49.2 The office chair shall have a high back and with arm supports.
3.49.3 The typical office chair shall comply with the safety requirements of EN 1335-2.
3.49.4 The durability, stability and strength of the typical office chair shall typically comply with EN 1335-3
3.49.5 The chair shall have a swivel seat and a castor base. The castors shall be twin wheeled and hooded.
3.49.6 The seat board and back shall be upholstered with a wool/viscose mixture cover fabric and
polyurethane foam core. The upholstery shall comply with BS 5852 or EU equivalent (flame
retardant) for ignition sources 0 (cigarette) and 1 (match).
3.49.7 The typical colour fastness and dimensional stability of the fabrics shall pass the test regimes as
indicated in BS 5867 (including labelling).
3.49.8 The seat shall have fingertip adjustment mechanisms (height, seat angle (tilt).
3.49.9 The height adjustment shall typically be through a gas column rated for weights of up to 130kg. The
height adjustment shall typically be between 420mm to 560mm.
3.50
Half Glazed Bookcase Cabinet
(Item 4)
3.50.1 The Half Glazed Bookcase Cabinet shall consist of an upper part 2 door Glazed bookcase,
lower part consisting in a 2 wood door cupboard, as in section 3.47.1
and
a
3.50.2
The Half Glazed Bookcase Cabinet shall have overall dimensions of:
W 860 x D 350 x H 2140 mm.
3.50.3
Glazed Bookcase doors shall be Aluminium framed and the glass shall be in tempered tinted glass,
4mm thick and lockable with keys supplied in duplicate.
3.50.4
The Glazed Bookcase shall accommodate two adjustable shelves (providing three spaces) in the
same material of bookcase, as in section 3.47.1
3.51
Low Cupboard with 2 Wooden Doors
(Item 5)
Page 50
3.51.1
The Wood Cupboard shall have overall dimensions of:
W 860 x D 450 x H 860 mm.
3.51.2
The Wood Cupboard construction shall be as indicated in section 3.47.1 above.
3.51.2
Doors to Wood Cupboard shall be as indicated in section 3.47.1 and lockable with keys supplied in
duplicate.
3.51.3
The Wood Cupboard shall accommodate 2 adjustable shelves (providing 3 spaces) in the same
material as indicated in section 3.47.1
3.52
Wood Boardroom Table
(Item 6)
3.52.1
The Boardroom Table shall be rectangular in shape, measuring:
L2500mm x W1200mm x H 750mm
3.52.2
The Boardroom Table shall also have a cavity in the middle for easy
passage of cables.
3.52.3
All surfaces and wood components shall be as indicated in section
3.53
High Back Meeting Chair with Chrome Legs (swivel type)
(Item 7)
3.53.1
The chair shall be of dimensions as follows:
W550mm x D520mm x H1000mm
3.53.2
The chair must be practical and versatile with elegant lines.
3.53.3
The typical ergonomic requirements of the office chair shall typically comply with BS EN ISO 9241-5.
3.53.4
The office chair shall have a high back and with arm supports.
3.53.5
The typical office chair shall comply with the safety requirements of EN 1335-2.
3.53.6
The durability, stability and strength of the typical office chair shall typically comply with EN1335-3
3.53.7
The chair shall have a swivel seat and a castor base. The castors shall be twin wheeled and hooded.
3.53.8
The seat board and back shall be upholstered with a wool/viscose mixture cover fabric and
polyurethane foam core. The upholstery shall comply with BS 5852 or EU equivalent (flame
retardant) for ignition sources 0 (cigarette) and 1 (match).
3.53.9
The typical colour fastness and dimensional stability of the fabrics shall pass the test regimes as
indicated in BS 5867 (including labelling).
3.53.10 The seat shall have fingertip adjustment mechanisms (height, seat angle (tilt).
3.54
Folding-Top Desk
(Item 8)
3.54.1
The desk shall have overall dimensions of:
L 1400 mm x W 800mm x H 750 mm.
3.54.2
The Folding-Top desk must be able to tilt/flip sideways with ease, for storage purposes.
Page 51
3.54.3
The Folding-Top desk’ legs shall be made of steel tube with elliptical cross-section of approx. 80 x
40 mm with steel tube glides with oval cross-section of approx. 60 x 30 mm and a longitudinal beam
of approx. 40 x 40 mm.
3.54.4
Legs shall be equipped with soft brake-operated castors
3.57
3-Drawer Mobile Pedestal Cabinet
(Item 9)
3.57.1
The Four Drawer Pedestal Cabinet shall have approximate overall dimensions of: W 450mm x D
550mm x H 580mm.
3.57.2
The Pedestal Cabinet shall accommodate three drawers (one of which shall have a stationery tray)
in the same material as indicated in section 3.47.1.
3.57.3
Surface top and drawers fronts shall be as indicated in section 3.47.1 above.
3.57.4
The Pedestal Cabinet shall be lockable with keys supplied in duplicate.
3.57.5
The Pedestal Cabinet shall be mobile with 2 locking and 2 non-locking black,
3.57.6
The Pedestal Cabinet drawers shall have full extension steel ball bearing slides and features
counterweight
3.57.7
All drawers shall be equipped with centralised locking system and have keys supplied in
duplicate.
plastic casters
Page 52
VOLUME 4 - FINANCIAL BID
TENDER FOR THE SUPPLY, DELIVERY AND INSTALLATION OF OFFICE
FURNITURE PRODUCED WITH ENVIRONMENTAL FRIENDLY MATERIALS
AND PROCESSES, FOR THE INSTITUTE OF DIGITAL GAMES OFFICES AT
THE UNIVERSITY OF MALTA.
Page 53
Bill A – SUPPLY, DELIVERY AND INSTALLATION OF OFFICE FURNITURE
Item
No.
Item
Ref.
On
Drwg.
Description
Qty
Unit
Unit Rate
(€)
Total
(€)
(including VAT,
(including VAT, Eco
Eco Contribution
Contribution (if
(if any) and all
any) and all other
other charges as
charges as may be
may be
applicable)
applicable)
Supply, Delivery and Installation of
Office Furniture
Bill A
1
2
Desk on Steel Legs complete with
Modesty Panel and Wire Gromet
Approximate Dimensions 1600mm x
800mm x 750mm
Desk on Steel Legs complete with
Modesty Panel and Wire Gromet
Approximate Dimensions 1000mm x
800mm x 750mm
13
No.
13
No.
3
Ergonomic Office Chair (swivel type)
43
No.
4
Half Glazed Bookcase with lower part
cupboard with wooden doors
Approximate Dimensions 860mm x
350mm x 2140mm
9
No.
5
Low Cupboard with wooden doors
Approximate Dimensions 860mm x
450mm x 860mm
8
No.
6
Wood Boardroom Table Approximate
Dimensions 2500mm x 1200mm x
750mm
1
No.
7
High Back Meeting Chairs (swivel type)
8
No.
8
Folding Top Desk with Modesty Panel
Approximate Dimensions 1400mm
x800mm x 750mm
8
No.
13
No.
3-Drawer Mobile Pedestal Cabinet
9
Bill A
Approximate Dimensions 450mm x
550mm x 580mm
TOTAL CARRIED FROWARD TO SUMMARY ON PAGE 58
NOTE : - DIMENSIONS: SEE CLAUSE 3.13 OF THE TECHNICAL SPECIFICATIONS
- FINISH SHALL BE DETERMINED AT A LATER STAGE
Page 54
Bill B - Dayworks
Item
No.
Description
Qty
Unit Rate
(€)
Total
(€)
(including VAT, Eco
Contribution (if any)
and all other
charges as may be
applicable)
(including VAT, Eco
Contribution (if any)
and all other
charges as may be
applicable)
DAYWORKS (Provisional)
Preamble
Day works will only be payable when
expressly ordered in writing by the
Architect.
Labour
The rates payable in respect of labour
shall be in accordance with the
Schedule of Rates detailed in Appendix
1.
Such rates shall include for
supervision and provision of small tools.
Materials
The cost payable in respect of materials
shall be chargeable at the net price
paid by the Contractor for the materials
delivered to site after deduction of all
discounts and before applying the
percentage addition of 10 % (ten
percent) for Contractor’s services.
Plant
The rates payable in respect of plant
shall be in accordance with the
Schedule of Rates detailed in Appendix
II. However, the Employer shall make a
reduction of 20 % of the schedule of
rates for electrically operated plant
when the supply of electrical energy is
supplied free of charge. When the
plant used on Dayworks is authorised as
“standing”, the schedule rate shall be
reduced by 33%.
End of Preamble
Page 55
Item
No.
1
2
Description
Labour
Provide a provisional sum for the cost
of labour.
These costs shall be
charged at the actual hours worked.
The rate shall cover all other charges
of every description, including bonus
incentives,
superintendence,
foreman,
administrative
staff,
timekeeper,
insurance,
pensions,
holidays with pay, use of small tools
(including sharpening), appliances and
plant (not including ‘plant’ below),
establishment of charges and profit.
(including VAT, Eco
Contribution (if any)
and all other
charges as may be
applicable)
(including VAT, Eco
Contribution (if any)
and all other
charges as may be
applicable)
LS
710.00
710.00
LS
1,540.00
1,540.00
LS
750.00
750.00
Qty
Plant
Provide a provisional sum for the cost
of plant used on daywork.
The rate shall cover all costs including
driver/attendant, fuel, establishment
charges and profit in connection with
the use of plant on daywork.
Bill B
Total
(€)
Materials
Provide a provisional sum of €1,400.00
for the net cost of materials expended
on Dayworks.
Add ten per cent to the above cost to
cover the cost of delivery, unloading,
unpacking,
storing,
protecting,
hoisting, distributing on site and for
all establishment charges and profit.
3
Unit Rate
(€)
TOTAL CARRIED FORWARD TO SUMMARY ON PAGE 58
3,000.00
Page 56
SCHEDULE OF RATES FOR LABOR EMPLOYED ON DAYWORK
1.
The contractor shall insert below the category of labour together with the appropriate “all
inclusive” rates, which he considers may be required for use on Daywork and that will apply up
to the expiration of the Defects Liability period.
LABOUR CATEGORY
WORKING DAY
HOURLY RATE
€
WORKING BEYOND
WORKING DAY
HOURLY RATE
€
CARPENTERS AND
JOINERS
LABOURER
SEMI SKILLED
LABOURERS
SCHEDULE OF RATES
2.
FOR PLANT USED ON DAYWORK
The Contractor hall insert below in respect of all items of Plant which he considers may be required for
use on Daywork together with the appropriate "all inclusive" rate per hour that will apply up to the
expiration of the Defects Liability period.
LABOUR CATEGORY
WORKING DAY
HOURLY RATE
€
WORK BEYOND
WORKING DAY
HOURLY RATE
€
LORRY MOUNTED CRANE
COMPRESSOR
HAND HELD TOOLS
OTHER
Page 57
Grand Summary
Amount
Including VAT €
Bill
(including VAT, Eco
Contribution (if any) and
all other charges as may
be applicable)
A
Supply, Delivery and Installation of
Office Furniture
B
Dayworks (Provisional)
3,000.00
Grand Total (carried forward to Tender
Form on page 17 )
The successful bidder shall be bound to conform in all respects with VAT legislation and
regulations.
Signature:
....................................................................
(the person or persons authorised to sign on behalf of the tenderer)
Date:
....................................................................
Page 58
VOLUME 5 – DRAWINGS
Design Documents, including Drawings
Section 5.1
List of drawings attached
No
Name
Drawing No
Date No
1.
Furniture Layout
01
April 2012
Page 59
Section 5.2
List of design documents available
No
1.
Designer
Stefan Sacco
Design No
Design name
Date
Items 1 – 9
April 2012
Page 60
Page 61
ITEM 1 & 2
ITEM 3
Page 62
ITEM 4
Page 63
ITEM 5
ITEM 6
Page 64
ITEM 7
ITEM 8
Page 65
ITEM 9
Page 66