L-UNIVERSITA TA’ MALTA
UNIVERSITY OF MALTA
Msida MSD 2080 - Malta
DIPARTIMENT TAL-PROCUREMENT
Msida MSD 2080 - Malta
PROCUREMENT DIRECTORATE
IMPORTANT NOTICE TO PROSPECTIVE BIDDERS
UM 1680
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
IMMEDIATELY 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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UM1680
TENDER FOR THE SUPPLY, DELIVERY AND INSTALLATION OF OFFICE
FURNITURE, PRODUCED WITH ENVIRONMENTAL FRIENDLY MATERIALS AND
PROCESSES, FOR THE UNIVERSITY OF MALTA
Date Published:
15th January 2013
Closing Date:
30th January 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 ................................................................................................................................................. 5
3. Lots............................................................................................................................................................ 5
4. Financing .................................................................................................................................................. 5
5. Eligibility .................................................................................................................................................. 5
6. Selection Criteria.................................................................................................................................... 6
7. Multiple Tenders ..................................................................................................................................... 6
8. Tender Expenses ..................................................................................................................................... 7
9. Clarification Meeting/Site Visit ........................................................................................................... 7
B. TENDER DOCUMENTS.................................................................................... 7
10. Content of Tender Document ............................................................................................................. 7
11. Explanations/Clarification Notes Concerning Tender Documents ............................................... 7
12. Labour Law ............................................................................................................................................ 8
13. Law .......................................................................................................................................................... 8
C. TENDER PREPARATION ................................................................................. 8
14. Language of Tenders ............................................................................................................................ 8
15. Presentation of Tenders ...................................................................................................................... 8
16. Content of Tender ................................................................................................................................ 8
17. Tender Prices ........................................................................................................................................ 9
18. Currencies of Tender and Payments ............................................................................................... 10
19. Period of Validity of Tenders ........................................................................................................... 10
20. Tender Guarantee (Bid Bond) .......................................................................................................... 10
21. Variant Solutions................................................................................................................................. 10
22. Preparation and Signing of Tenders ................................................................................................ 10
D. SUBMISSION OF TENDERS ............................................................................ 11
23. Sealing and Marking of Tenders ....................................................................................................... 11
24. Extension of Deadline for Submission of Tenders ......................................................................... 11
25. Late Tenders ....................................................................................................................................... 11
26. Alterations and Withdrawal of Tenders ......................................................................................... 11
E. OPENING AND EVALUATION OF OFFERS ........................................................... 12
27. Opening of Tenders ............................................................................................................................ 12
28. Secrecy of the Procedure .................................................................................................................. 12
29. Clarification of Tenders .................................................................................................................... 12
30. Tender Evaluation Process ................................................................................................................ 12
31. Correction of Arithmetical Errors .................................................................................................... 13
F. CONTRACT AWARD .................................................................................... 14
32. Criteria for Award .............................................................................................................................. 14
33. Right Of The University of Malta/ To Accept Or Reject Any Tender ........................................ 14
34. Notification of Award, Contract Clarifications ............................................................................. 14
35. The Letter of Acceptance and Performance Guarantee ............................................................. 15
36. Period of Delivery ............................................................................................................................... 15
G. MISCELLANEOUS ....................................................................................... 15
37. Ethics Clauses ...................................................................................................................................... 15
38. Data Protection and Freedom of Information ............................................................................... 16
39. Gender Equality .................................................................................................................................. 17
VOLUME 1 SECTION 2 – TENDER FORM ................................................................ 18
VOLUME 1 SECTION 3 – TENDER GUARANTEE FORM – Not Applicable for this Tender ...... 21
Annex To Tender Guarantee Form – Not Applicable ........................................................................... 22
VOLUME 1 SECTION 4 - TENDERER’S STATEMENTS ................................................. 23
1.
Statement on Conditions of Employment ................................................................................. 23
2 - List of Principal Deliveries ................................................................................................................. 24
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3 - Literature/List of Samples................................................................................................................. 25
VOLUME 1 SECTION 5 – GLOSSARY ..................................................................... 26
VOLUME 1 SECTION 6 – EXTRACTS FROM THE PUBLIC PROCUREMENT REGULATIONS ....... 28
Part XIII - Appeals ...................................................................................................................................... 28
VOLUME 2 SECTION 1 – DRAFT LETTER OF ACCEPTANCE.......................................... 29
VOLUME 2 SECTION 2 – GENERAL CONDITIONS ...................................................... 30
VOLUME 2 SECTION 3 – SPECIAL CONDITIONS........................................................ 31
General: .......................................................................................................................... 31
Article 2: Law and language of the contract ............................................................................... 31
Article 3: Order of precedence of contract documents .................................................................. 31
Article 4: Communications .................................................................................................... 31
Article 7: Supply of Documents .............................................................................................. 31
Article 8: Assistance with Local Regulations ............................................................................... 31
Article 9: The Contractor’s Obligations ..................................................................................... 32
Article 10: Origin ................................................................................................................ 32
Article 11: Performance Guarantee ......................................................................................... 32
Article 12: Insurance ........................................................................................................... 32
Article 13: Performance Programme (Timetable) ......................................................................... 33
Article 14: Contractor’s Drawings............................................................................................ 33
Article 15: Tender Prices ...................................................................................................... 33
Article 17: Patents and Licences ............................................................................................. 33
Article 18: Commencement Order ........................................................................................... 33
Article 19: Period of Execution of Tasks .................................................................................... 33
Article 21: Delays in Execution ............................................................................................... 33
Article 22: Variations ........................................................................................................... 34
Article 24: Quality of Supplies ................................................................................................ 34
Article 25: Inspection and Testing ........................................................................................... 34
Article 26: Payments: General Principles .................................................................................. 34
Article 28: Delayed Payments ................................................................................................ 35
Article 31: Provisional Acceptance .......................................................................................... 35
Article 32: Warranty Obligations ............................................................................................. 35
Article 40: Amicable dispute settlement ................................................................................... 35
Article 41: Dispute Settlement by Litigation ............................................................................... 35
Article 44: Checks and Audits ................................................................................................ 35
Not Applicable ................................................................................................................... 35
VOLUME 2 SECTION 4 – SPECIMEN PERFORMANCE GUARANTEE .................................. 36
VOLUME 3 - TECHNICAL SPECIFICATIONS ............................................................. 37
VOLUME 4 - FINANCIAL BID.............................................................................. 54
VOLUME 5 – DRAWINGS .................................................................................. 60
List of drawings attached- Not Applicable ........................................................................................... 60
List of design documents available ........................................................................................................ 61
~~~~~~~~~~~~~~~
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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 subClause 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 timelimits 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.
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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
21st January 2013
5:15pm
Last date on which additional information are
issued by the Contracting Authority
24th January 2013
5:15pm
30th January 2013
10:00am
30th January 2013
10:15am
Deadline for submission of tenders /
(unless otherwise modified in terms of Clause
11.3)
Tender Opening Session
(unless otherwise modified in terms of Clause
11.3)
* All times Central European Time (CET)
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
venture/consortium until the conclusion of
consortium/joint venture winning this contract
the whole performance period of the contract
required by law.
5.4
are bound to remain in the joint
the contracting procedure. The
must include the same partners for
other than as may be permitted or
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
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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)
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.
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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
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 21st January 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
Page 7
as per tender document. The University of Malta shall not be held responsible
for any misdemeanour if this condition is not adhered to. (Not Applicable to
this tender)
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 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
Not Applicable for this tender
Volume 1, Section 3(Note 1)
(b)
General/Administrative Information(Note 2)
Page 8
(i)
(ii)
Proof of Purchase of tender document (receipt) – Not Applicable for
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)
(ii)
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.;
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.
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.
Page 9
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
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.
Page 10
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 300A
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.
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
Page 11
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, 2 nd 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 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.
Page 12
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 noncompliant.
Tenders who are deemed to be provisionally technically compliant through the
evaluation of their technical offer (especially the specifications) shall be requested to
submit samples so that the Evaluation Committee will corroborate the technical
compliance of the offers received.
In the case of suppliers who are already supplying the product being offered, the
tenderer may be exempted from submitting samples. However the specific brand name
and the respective reference of the Letter of Acceptance/Contract must be clearly
indicated in the tender submission.
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.
Page 13
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 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.
Page 14
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 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
Page 15
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.
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 follow-up 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
Page 16
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 17
VOLUME 1 SECTION 2 – TENDER FORM
(A separate, distinct Tender Form must be submitted for EACH OPTION – if applicable - submitted)
Publication reference: UM1680-TENDER FOR THE SUPPLY, DELIVERY AND INSTALLATION OF OFFICE FURNITURE,
PRODUCED WITH ENVIRONMENTAL FRIENDLY MATERIALS AND PROCESSES, FOR 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 18
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
[UM1680] of [15/01/2013]. 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: 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 59 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 1680. 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 19
(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 Audited Accounts for the last three (3) years if not appearing on the website
of the Malta Financial Services Authority (MFSA) by the closing date of this call
for tenders (Not Applicable for this Tender)
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 20
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 21
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 22
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 23
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 24
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 25
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 26
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 27
VOLUME 1 SECTION 6 – EXTRACTS FROM THE PUBLIC PROCUREMENT
REGULATIONS
Part XIII - Appeals
The procedure for the submission of appeals is stipulated in Part XIII of the Public procurement
Regulations (Legal Notice 296/2010), reproduced hereunder for ease of reference.
(1)
Any tenderer or candidate concerned, or any person, having or having had an interest or who has been
harmed or risks being harmed by an alleged infringement or by any decision taken including a proposed
award in obtaining a contract or a cancellation of a call for tender, may file a notice of objection with
the Review Board.
The notice shall be filed within ten calendar days following the date on which the contracting
authority has by fax or other electronic means sent its proposed award decision.
The communication to each tenderer of the proposed award shall be accompanied by a summary of the
relevant reasons relating to the rejection of the tender as set out in regulation 44(3), and by a precise
statement of the exact standstill period.
The notice of objection shall only be valid if accompanied by a deposit equivalent to one per cent of
the estimated value of the tender submitted by the tenderer, provided that in no case shall the
deposit be less than one thousand and two hundred euro (€1,200) or more than fifty-eight thousand
euro (€58,000). The Secretary of the Review Board shall immediately notify the Director that an
objection had been filed with his authority thereby immediately suspending the award procedure. The
Department of Contracts or the contracting authority involved, as the case may be, shall be precluded
from concluding the contract during the period of ten calendar days allowed for the submission of
appeals. The award process shall be completely suspended if an appeal is eventually submitted.
(2)
The procedure to be followed in submitting and determining complaints as well as the conditions under
which such complaints may be filed shall be the following:
(a)
any decision by the General Contracts Committee (or a Special Contracts Committee) and by a
contracting authority, shall be made public at the Department of Contracts or at the office of
the contracting authority prior to the award of the contract;
(b)
the notice of objection duly filed in accordance with sub-regulation (1) shall be made public by
the Review Board not later than the next working day following its filing;
(c)
within three working days of the publication of the replies the Secretary of the Review Board
shall prepare a report (the Analysis Report) analysing the letter of objection. This report shall
be circulated to the persons who file an objection and interested parties. After the
preparatory process is duly completed, the Head of the contracting authority shall forward to
the Chairman of the Review Board all documentation pertaining to the call for tenders in
question including files, tenders submitted, copies of deposit receipts, any motivated letter,
who shall then proceed as stipulated in Part XIV;
(d)
the Director or the Head of the contracting authority shall publish a copy of the decision of
the Review Board at his department or at the premises of the relevant contracting authority,
as the case may be.
Copies of the decision shall be forwarded by the Secretary of the Board to the complaining tenderer,
any persons who had registered or had an implied interest, the Director of Contracts and to the
contracting authority concerned.
Page 28
VOLUME 2
VOLUME 2 SECTION 1 – DRAFT LETTER OF ACCEPTANCE
Our Ref: EB/eb/_______
[……………………………………..]
[……………………………………..]
[……………………………………..]
[……………………………………..]
[……………………………………..]
Attn [……………………………………..]
[……………………………………..]
Dear Sirs,
UM/1680 -
TENDER FOR THE SUPPLY, DELIVERY AND INSTALLATION OF OFFICE FURNITURE,
PRODUCED WITH ENVIRONMENTAL FRIENDLY MATERIALS AND PROCESSES, FOR THE
UNIVERSITY OF MALTA
Letter of Acceptance no: [……………………………………..] - UM/1680 (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 29
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 30
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 complies 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
Page 31
with all Statutory and Local Regulations and for compliance with all the tests required by the
Engineer and all tests required by Enemalta Corporation.
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.
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:
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
Page 32
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.
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
Page 33
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 12 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
26.1
Payments shall be made in Euro
26.3 The period quoted in Article 26.3 of the General Conditions may be subject to change
according to the particular needs of the Department up to a maximum of 60 days
26.5 The following payment schedule shall be applicable:a) 100% of the contract price following the issue of a provisional acceptance
certificate of the supplies as installed and commissioned;
26.9 Price revision
As per General Conditions
Page 34
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 35
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 1680], 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 words 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 36
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 given in
the sizes but not in the 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 37
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.
National Green Public Procurement Guidelines
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.
3.2
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.
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.
Page 38
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
3.6.1
Office Furniture – Tables and Desks
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.
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.
Page 39
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.
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:
Page 40
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
3.17.2
All glazing used in furniture shall be laminated safety glass complying with EN ISO 12543-1 to 6.
The test methods for glass in furniture shall comply with EN 14072.
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.
Page 41
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
3.24.2
Timber shall comply with EN 942, Class J40 (BS1186, Class 2) or higher.
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.
Page 42
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
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.
Page 43
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
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
3.36.2
3.36.3
All chipboard shall be produced from high density particle board to EN 312-1.
The formaldehyde emission shall be Class E1.
The particle board shall be of the following type (as indicated in the Bills of Quantities or
Drawings):
Type P1 for general purpose boards, walls and ceilings;
Type P2 for furniture;
Type P3 for furniture with moisture resistance;
Type P5 for areas prone to wetness, floors and construction
The technical characteristics for chipboard shall comply with:
3.36.4
Table 4 - particle Board Requirements Type P1
Requirement
TYPE P1
Thickness Range (mm, Nominal)
Property
Bending
Strength
Internal Bond
Test
Method
EN 310
3 to 6
> 6 to 13
Unit
N/mm2
> 20
to 25
10
> 25 to
32
8.5
> 32 to
40
7
> 40
12.5
> 13
to 20
11.5
14
EN 319
N/mm2
0.31
0.28
0.24
0.20
0.17
0.14
0.14
5.5
Page 44
Table 5 - Particle board Requirements Type P2
Requirement
TYPE P2
Property
Bending
Strength
Modulus
of
Elasticity
in
Bending
Internal Bond
Surface
Soundness
> 20 to
25
11.5
> 25 to
32
10
> 32
to 40
8.5
> 40
Unit
N/mm2
Thickness Range (mm, Nominal)
3 to 4
> 4 to 6
> 6 to > 13
13
to 20
13
15
14
13
EN 310
N/mm2
1800
1950
1800
1600
1500
1350
1200
1050
EN 319
EN 3111
N/mm2
%
0.45
0.8
0.45
0.8
0.40
0.8
0.35
0.8
0.30
0.8
0.25
0.8
0.20
0.8
0.20
0.8
> 20 to
25
12
> 25 to
32
11
> 32
to 40
9
> 40
Test
Method
EN 310
7
Table 6 - Particle Board requirements - TYPE P3
Requirement
TYPE P3
Property
Bending
Strength
Modulus
of
Elasticity
in
Bending
Internal Bond
Swelling
in
Thickness – 24h
Moisture
Resistance
Option1
–
Internal Bond
after cyclic test
Swelling
in
Thickness after
Cyclic Test
Option2
–
Internal Bond
after boil test
Test
Method
EN 310
Unit
N/mm2
Thickness Range (mm, Nominal)
3 to 4
> 4 to 6
> 6 to > 13
13
to 20
13
14
15
14
EN 310
N/mm2
1800
1950
2050
1950
1850
1700
1550
1350
EN 319
EN 317
N/mm2
%
0.50
17
0.50
16
0.45
14
0.45
14
0.40
13
0.35
13
0.30
12
0.25
12
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
7.5
Table 7 - Particle Board Requirements TYPE P5
Requirement
TYPE P5
Thickness Range (mm, Nominal)
Property
Bending
Strength
Modulus
of
Elasticity
in
Bending
Internal Bond
Swelling
in
Thickness – 24h
Moisture
Resistance
Option1
–
Internal Bond
after cyclic test
Test
Method
EN 310
3 to 4
> 4 to 6
Unit
N/mm2
> 13
to 20
16
> 20 to
25
14
> 25 to
32
12
> 32
to 40
10
> 40
19
> 6 to
13
18
20
EN 310
N/mm2
2550
2550
2550
2400
2150
1900
1700
1550
EN 319
EN 317
N/mm2
%
0.50
13
0.50
12
0.45
11
0.45
10
0.40
10
0.35
10
0.30
9
0.25
9
EN 321 +
EN 319
N/mm2
0.30
0.30
0.25
0.22
0.20
0.17
0.15
0.12
9
Page 45
TYPE P5
Swelling
in
Thickness after
Cyclic Test
Option2
–
Internal Bond
after boil test
Requirement
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:
Table 6 - Melamine Requirements
Characteristic
Thickness
of
Surfacing
Abrasion Resistance
Value
≥ 0.12 mm
Decorative
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
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
namely:
Technical characteristics for OSB/1 boards shall comply with the requirements of BS EN 300
Table 7 - OSB/1 Requirements
Property
Test
Method
Unit
Bending Strength (Major
EN 310
N/mm2
Requirement
Thickness Range (mm, Nominal)
6 to 10
> 10 and < 18 18 to 25
20
18
16
Page 46
Property
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
Test
Method
Unit
Requirement
Thickness Range (mm, Nominal)
EN 310
N/mm2
10
9
8
EN 310
N/mm2
2500
2500
2500
EN 310
N/mm2
1200
1200
1200
EN 319
EN 317
N/mm2
%
0.30
25
0.28
25
0.26
25
Technical characteristics for OSB/3 boards shall comply with the requirements of BS EN 300
namely:
Table 8 - OSB/3 Requirements
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
Moisture Resistance
EN 310
N/mm2
Requirement
Thickness Range (mm, Nominal)
6 to 10
> 10 and < 18 18
25
22
20
18
EN 310
N/mm2
11
10
9
EN 310
N/mm2
3500
3500
3500
EN 310
N/mm2
1400
1400
1400
EN 319
EN 317
N/mm2
%
0.34
15
0.32
15
0.30
15
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
N/mm2
9
8
7
N/mm2
0.18
0.15
0.13
N/mm2
0.15
0.13
0.12
Property
Test
Method
Unit
to
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.
Page 47
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:
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
namely:
Test
Method
EN 310
Thickness Range (mm, Nominal)
> 4 to
>6
> 9 to 12 > 12 to > 19
6
to 9
19
to 30
23
23
22
20
18
Unit
N/mm2
1.8 to
2.5
23
> 2.5 to
4.0
23
EN 310
N/mm2
NA
NA
2700
2700
2500
2200
EN 319
EN 317
N/mm2
%
0.65
45
0.65
35
0.65
30
0.65
17
0.60
15
0.55
12
The technical characteristics of Fibreboard (MDF.H) shall comply
> 30 to
45
17
> 45
2100
1900
1700
0.55
10
0.50
8
0.50
6
15
with BS EN 622-5
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
Moisture
Resistance
Option1 –
Internal Bond
after cyclic test
Swelling in
Thickness after
Cyclic Test
Option2 –
Internal Bond
after boil test
Test
Method
EN 310
1.8 to
2.5
27
> 2.5 to
4.0
27
> 4 to
6
27
>6
to 9
27
> 9 to 12
Unit
N/mm2
EN 310
N/mm2
2700
2700
2700
EN 319
EN 317
N/mm2
%
0.70
35
0.70
30
EN 321 +
EN 319
N/mm2
0.35
EN 321 +
EN 317
%
N/mm2
EN
1087/1
> 19
to 30
22
> 30 to
45
17
> 45
26
> 12 to
19
24
2700
2500
2400
2300
2200
2000
0.70
18
0.80
12
0.80
10
0.75
8
0.75
7
0.70
7
0.60
6
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
Page 48
15
3.43 Plastic Laminates - General
3.43.1
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.
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
Unit
Revolutions
minimum
Newtons
minimum
Application
NA
350
NA
2.0
EN 438-2
Test 7
% mass
increase
max.
% thickness
increase
max.
Rating
minimum
% max.
H/V
19.6
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
Newtons
minimum
Rating
minimum
Wool Blue
Scale min.
Reagents
1+2 min.
Reagents
3+4 min.
Rating
minimum
Rating
minimum
EN 438-2
Test 8
EN 438-2
Test 9
EN 438-2
Test 18
EN 438-2
Test 24
Value
Notes
H=
Horizontal
11.5
V=Vertical
H
4
H/V
H/V
0.55
longitudinal
1.01transverse
0.37
longitudinal
0.60
transverse
20
H/V
4
H/V
6 to 7
H/V
5
Colour
Dependent
4
H/V
3
H/V
4
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.
Page 49
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.
BS
EN
204,
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 80 0C.
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.
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
Material
HPL Laminate
Reaction to Fire performance Class
D-s2, d0.
Particle Board
D-s2, d0.
MDF
D-s2, d0.
Cement Bonded particle Board
OSB
Plywood
3.46
B-s1, d0.
D-s2, d0.
D-s2, d0.
Wood-Based Worktops
3.46.1 The underside of all worktops shall be protected by balances.
3.47
FURNITURE SPECIFICATIONS
3.47.1 General
3.47.1.1
MODULAR FURNITURE – High Pressure Laminate
3.47.1.1.1.
All surfaces shall be of minimum thickness of 28 mm particle board faced with High Pressure
Laminate in Wenge Finish.
3.47.1.1.2
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.
3.47.1.1.3
The tops, bases, sides and doors shall have a minimum thickness of 18mm.
3.47.1.1.4
All visible edges shall be covered with an ABS edge profiles typically 2mm thick.
3.47.1.1.5
The thickness or structure (including any attachments) of the adjustable shelves shall be
Page 50
capable of resisting a maximum uniform distributed load of 40kg without sagging.
3.47.1.1.6
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.
3.47.1.1.7
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.
3.47.1.1.8
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.
3.48
Wood Desk with Modesty Panel & Wire Grommet
(Items 1, 2, 3 & 4)
3.48.1 The desk shall have overall dimensions of:
L 1400 mm x W 800mm x H 750 mm.
L 1200 mm x W 800mm x H 750 mm
L 1000 mm x W 800mm x H 750 mm
Quarter Round Desk Joining piece 800mm x 800mm
3.48.2 The Desk’s construction shall be as indicated in section 3.47.1 above.
3.48.3 The Desk shall also have a Modesty Panel of minimum width of 300mm
3.48.4 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 Executive Chair
(Item 5)
3.49.1 The typical ergonomic requirements of the executive chair shall typically comply with BS EN ISO
9241-5.
3.49.2 The executive chair shall have a high back and with arm supports.
3.49.3 The typical executive chair shall comply with the safety requirements of EN 1335-2.
3.49.4 The durability, stability and strength of the typical executive 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.
Page 51
3.50
3.51
Half Glazed Bookcase Cabinet
(Item 6)
3.50.1
The Half Glazed Bookcase Cabinet shall consist of an upper part 2
door
bookcase, and a lower part consisting in a 2 wood door
cupboard, as in section 3.47.1
3.50.2
Glazed
The Half Glazed Bookcase Cabinet shall have overall dimensions of:
W 900 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 7)
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 Meeting Table
(Item 8)
3.52.1
The Boardroom Table shall be rectangular in shape, measuring:
L3100mm x W1200mm x H 750mm
3.52.2
The Boardroom Table shall also have a cavity in the middle for easy
3.52.3
All surfaces and wood components shall be as indicated in section
3.53
passage of cables.
High Back Meeting Chair with Chrome Legs
(Item 9)
3.53.1
The chair shall be of dimensions as follows:
W550mm x D520mm x H1000mm
3.53.2
3.53.4
The chair must be practical and versatile with elegant lines.
The chair must be stackable up to 6 chairs (minimum)
3.53.5
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).
3.53.4
The typical colour fastness and dimensional stability of the fabrics shall pass the test regimes
as indicated in BS 5867 (including labelling).
Page 52
3.54
Faux Leather Sofa Set (3+2 seater)
(Item10)
3.54.1
The Sofa set shall consist of a 3-seater and a 2-seater sofa.
3.54.2
The Sofa set dimensions shall be:
1800mm long for the 3-seater
1300mm long for the 2-seater
3.54.3
The durability, stability and strength of the typical executive chair shall typically comply with
EN 1335-3.
3.54.4
The Sofa set shall be upholstered in black Faux leather and polyurethane foam core.
3.54.5
The upholstery shall comply with BS 5852 or EU equivalent (flame retardant) for ignition
sources 0 (cigarette) and 1 (match).
3.57
3.57.1
Wood Coffee Table
(Item11)
The Coffee Table shall have dimensions of:
W 800mm x D 400mm x H 450mm
3.57.2
The Surface top of the Coffee Table shall be as indicated in section 3.47.1 above.
3.57.3
The Frame/Legs shall be of Chrome plated steel hollow sections.
Page 53
VOLUME 4 - FINANCIAL BID
TENDER FOR THE SUPPLY, DELIVERY AND INSTALLATION OF OFFICE
FURNITURE, PRODUCED WITH ENVIRONMENTAL FRIENDLY MATERIALS
AND PROCESSES, FOR THE UNIVERSITY OF MALTA
Page 54
Bill 1 – SUPPLY, DELIVERY AND INSTALLATION OF OFFICE FURNITURE
Item
No.
Description
Qty
Unit
Item
Ref.
on
Supply, Delivery and Installation of
Drwg. Office Furniture
Unit
Rate
(€)
(including
VAT, Eco
Contributi
on (if any)
and all
other
charges as
may be
applicable
)
Total
(€)
(including
VAT, Eco
Contribution
(if any) and
all other
charges as
may be
applicable)
Office Furniture Wenge Finish
Desk with Modesty Panel c/w Wire
Grommet Dimensions 1400mm x 800mm
x 750mm
8
No.
Desk with Modesty Panel c/w Wire
Grommet Dimensions 1200mm x 800mm
x 750mm
7
No.
Desk with Modesty Panel c/w Wire
Grommet Dimensions 1000mm x 800mm
x 750mm
1
No.
4
Quarter Round Desk Joining piece
Dimensions 800mm x 800mm
1
No.
5
Ergonomic Executive Chair
15
No.
6
Half Glazed Bookcase with lower part
cupboard with wooden doors
Dimensions 900mm x 350mm x 2140mm
9
No.
7
Low Cupboard with wooden doors
Dimensions 860mm x 450mm x 860mm
5
No.
8
Conference Table Dimensions 3100mm
x 1200mm x 750mm
1
No.
9
Meeting Table Chairs (not swivel type)
12
No.
10
3+2 Seater Faux Leather Sofa set
1
set
11
Wooden Coffee Table Dimensions
800mm x 400mm x 450mm
7
No.
1
2
3
Bill A
TOTAL CARRIED FROWARD TO SUMMARY ON PAGE 59
NOTE : ALL DIMENSIONS ARE TO BE AS SPECIFIED IN THE TECHNICAL
SPECIFICASTIONS AND ACCORDING TO CLAUSE 3.1.3
ALL FURNITURE TO BE IN WENGE FINISH
Page 55
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 56
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.
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)
LS
1,090.00
1,090.00
LS
3,410.00
3,410.00
LS
1,500.00
1,500.00
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
Unit Rate
(€)
Materials
Provide a provisional sum of €3,100.00
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
Qty
TOTAL CARRIED FORWARD TO SUMMARY ON PAGE 59
6,000.00
Page 57
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 58
Grand Summary
Amount
Bill
Including VAT €
(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)
6,000.00
Grand Total (carried forward to Tender
Form on page 19)
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 59
VOLUME 5 – DRAWINGS
Design Documents, including Drawings
Section 5.1
List of drawings attached- Not Applicable
No
Name
Drawing No
Date No
1.
2.
3.
4.
5.
6.
Page 60
Section 5.2
List of design documents available
No
Designer
Design No
Design name
Date
1.
Stefan Sacco
Items 1 – 4
2012
2.
Stefan Sacco
Items 5 -7
2012
3.
Stefan Sacco
Items 9 - 11
2012
4
Page 61
Page 62
Page 63
Page 64