H. TENDER FORM FOR A SUPPLY CONTRACT
Publication reference: ____________________
Title of contract:
CONTRACT FOR THE SUPPLY,
MAINTENANCE OF LiDAR
DELIVERY,
INSTALLATION
AND
Bangalore, Dated________
A:
Center for Study of Science, Technology and Policy (CSTEP), 18, 10th Cross, Mayura
Street, Papanna Layout, Nagashettyhalli, RMV II Stage, Bangalore 560094, Karnataka,
India.
One signed form must be supplied (for each lot), together with the number of copies specified
in the Instruction to Tenderers. The form must include a signed declaration using the annexed
format from each legal entity making the application. Applications being submitted by a
consortium (i.e. either a permanent, legally-established grouping or a grouping which has been
constituted informally for a specific tender procedure) must follow the instructions applicable
to the consortium leader and its members. The attachments to this submission form (i.e.
declarations, statements, proofs) may be in original or copy. If copies are submitted, the
originals must be produced to CSTEP upon request.
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 that it has with them. It
must in that case prove to CSTEP that it will have at its disposal the resources necessary for
performance of the contract. Such entities, for instance the parent company of the economic
operator, must respect the same rules of eligibility and notably that of nationality, as the
economic operator.
2015 March
Page 1 of 17
1 SUBMITTED BY
Name(s) of tenderer(s)
Nationality1
Leader2
Member
Etc …
2
CONTACT PERSON (for this tender)
Name
Address
Telephone
Fax
E-mail
1
Country in which the legal entity is registered.
2
add/delete additional lines for members as appropriate. Note that a subcontractor is not considered to be
a member for the purposes of this tender procedure. Subsequently, the data of the subcontractor must
not appear in the data related to the economic, financial and professional capacity. 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).
2015 March
Page 2 of 17
3 ECONOMIC AND FINANCIAL CAPACITY3
Please complete the following table of financial data4 based on your annual accounts and your
latest projections. If annual accounts are not yet available for this year or last year, please
provide your latest estimates, clearly identifying estimated figures in italics. Figures in all
columns must be on the same basis to allow a direct, year-on-year comparison to be made (or,
if the basis has changed, an explanation of the change must be provided as a footnote to the
table). Any clarification or explanation which is judged necessary may also be provided.
Financial data
2 years
before
last
year5
Year
before
last year
€
€
Last
year
Averag
e6
This
year
€
€
€
Annual turnover7 , excluding this
contract
3
Natural persons have to prove their capacity in accordance with the selection criteria and by the
appropriate means.
4
If this application is being submitted by a consortium, the data in the table above must be the sum of the
data in the corresponding tables in the declarations provided by the consortium members — see point 7
of this tender form for a supply contract..
5
Last year=last accounting year for entity.
6
Amounts entered in the ‘Average’ column must be the mathematical average of the amounts entered in
the three preceding columns of the same row.
7
The gross inflow of economic benefits (cash, receivables, other assets) arising from the ordinary
operating activities of the enterprise (such as sales of goods, sales of services, interest, royalties, and
dividends) during the year.
2015 March
Page 3 of 17
4 STAFF RESOURCES
Please provide the following personnel statistics for the current year and the two previous
years.8
Average
manpower
Year before last
Overall
Last year
Total for
fields
related
to this
contract 9
Overall
This year
Total for
fields
related
to this
contract
Overall
11
Total for
fields
related
to this
contract
11
Permanent staff
10
Other staff 11
Total
Permanent staff
as a proportion
of total staff (%)
%
%
%
%
%
%
8
If this tender is being submitted by a consortium, the data in the table above must be the sum of the
data in the corresponding tables in the declarations provided by the consortium members — see point
7 of this tender form for a supply contract.
9
Corresponding to the relevant specialisms identified in point 5 below.
10
Staff directly employed by the Tenderer on a permanent basis (i.e. under indefinite contracts).
11
Other staff not directly employed by the Tenderer on a permanent basis (i.e. under fixed-term
contracts).
2015 March
Page 4 of 17
5
EXPERIENCE
Please complete a table using the format below to summarise the major relevant supplies carried out in the course of the past 3 years
12 by the legal entity or entities making this tender. The number of references to be provided must not exceed 15 for the entire tender
12
In the case of framework contracts (without contractual value), only specific contracts corresponding to assignments implemented under such framework contracts
will be considered.
Page 5 of 17
Ref # (maximum 15)
Project title
Name of legal entity
…
Country
…
Overall
supply
value
(EUR)13
…
…
Proportion
supplied by
legal entity
(%)
…
No of staff
provided
…
Name of
client
…
Origin of
funding
…
Detailed description of supply
…
13
Page 6 of 17
…
Name of
members if any
…
Related services provided
…
Amounts actually paid, without the effect of inflation.
Dates
6
TENDERER’S DECLARATION(S)
As part of their tender, each legal entity identified under point 1 of this form,
including every consortium member, must submit a signed declaration using this
format. The declaration may be in original or in copy. If copies are submitted the
originals must be dispatched to the Contracting Authority upon request.
In response to your tender / request for quotation no. ________, for the above
contract, we, the undersigned, hereby declare that:
6.1
We have examined and accept in full the content of the dossier for invitation to
tender reference no. CSTEP/LIDAR/2014-15 of < date >. We hereby accept its
provisions in their entirety, without reservation or restriction.
6.2
We offer to deliver, in accordance with the terms of the tender dossier and the
conditions and time limits laid down, without reserve or restriction:
Lot 1: Supply and delivery of Qty 1 No of a LIDAR at CSTEP as per the specifications
placed at section E of the RFQ, including installation, commissioning, testing and
2.5 years on-site comprehensive warranty of the LIDAR; Model Name / Number:
_______________________
(1) Technical Specification
LiDAR Condition
New or Used in good operating condition and not more
than 4 yrs old.
It is requested that suppliers submit separate financials for
both the options (New and Used) where applicable
LiDAR Documentation
Documentation should be provided including
 Description of LiDAR operation
 Trouble shooting and maintenance and service
schedule
 Communications system used and its details
 User-definable operational inputs
 Definition of all variables provided in highfrequency data files and files of 10-minute
averaged data
 Data storage capacity in terms of MB and
days/months of high-frequency and 10-minute
averaged data
Operating temperature
- Sea: -5°C ... +40°C
- Air: -20°C ... +50°C
Page 7 of 17
(1) Technical Specification
Precipitation
Electronics should be sealed against water ingress. The
device should be able to withstand all expected
precipitation events.
The device should include heaters, wipers or other
methods as appropriate to remove precipitation from the
optical or acoustic path.
Precipitation should not affect the measurement data.
Other
conditions
external The measurement system shall survive expected extreme
events on site, such as high winds, rain, hail, air and water
born salt and corrosion, high or low temperatures, high
dust levels, fog and mist, minor earthquakes and fuel or
acid spill.
System availability
The system availability as applied to the LiDAR device is
defined by a percentage of the maximum possible number
of ten-minute periods within one month. This should be
applied to all heights measured.
System availability should be greater than or equal to 95%
LiDAR
frequency
sampling Frequency of measurement of independent wind speed
samples, at each height, should be less than or equal to
1/10 Hz
Measurement heights
The LiDAR system should be capable of being configured to
record wind speed measurements at 10 discrete heights
between 40 and 200 m from mean sea level.
Additional
measurements
Devices are to be used for wind resource assessments and
must be instrumented with supplementary devices to
record data that might assist in understanding device
performance and predicting AEP.
These data could include, but are not limited to:
- Air pressure
- Wind speed and direction
- Temperature
- Humidity
- Presence of precipitation
- Tilt
Page 8 of 17
(1) Technical Specification
These devices are to be mounted on the body of the device
or nearby. Data collected by the instrumentation to be
recorded in the device data stream.
Cloud/precipitation
detection
The use of algorithms to correct for the presence of cloud,
fog or precipitation should be recorded in the LiDAR data.
This should be recorded either as a specific quality code or
as a true / false flag, but should be distinguishable from
other quality control measures.
Software
The latest available software version must be mentioned
with the proposal and that version or a higher version
must be made available with equipment. Any further
changes or fixes made after the installation of device(s)
software must be recorded in the device log.
Algorithms should be given a version number and
documented in such a way that it is possible to track
developments in signal processing methods that may
influence the data from the device.
Time synchronisation
The device should be equipped with a means of
synchronising its clock with an external time reference and
the correct function or malfunction of the synchronization
mechanism should be clearly indicated in the device data.
Communication
The device shall allow remote access to the device via
cellphone modem, satellite phone modem, radio,
Ethernet, or other technology.
Remote access should include the following capabilities:
- Ability to check and adjust device configuration and
operation
- Ability to retrieve high frequency and timeaveraged wind vector data.
This information should be available for transfer but also
stored locally for a significant amount of time so that it
could be retrieved. The high frequency data should be
transferred on to a hard disk, data card or other device.
Furthermore, the remote access should provide:
Page 9 of 17
(1) Technical Specification
-
Ability to start and restart the device remotely
Ability to resynchronize the device internal clock.
Note: If data cannot be transmitted from site, the
measured data should be recovered through routine site
visits during which the device security and performance
checks may be combined.
Sensitivity to ambient The supplier should document the methods used for
conditions
correction of data arising from prevailing ambient
conditions like due to clouds, precipitation or fog. The
algorithms should be demonstrated against reference
meteorological towers, showing measurements with and
without cloud detection algorithms (where applicable)
compared to high-quality cup anemometers.
Power supply
For these manufacturers’ tests, the cloud presence and
height should be documented using a ceilometer.
The power supply should have a dedicated, independent
reporting system that can be remotely or locally
interrogated to view or control system status.
The reporting system should also report system warnings,
for example low temperature faults, failure to start, low
voltage, low fuel, or low battery levels.
Compliance
statement
(2) Testing
Program
The LiDAR should be tested near-shore, offshore and
again post deployment.
Verify LiDAR against IEC-quality tower anemometry
near-shore before use offshore in a manner similar
to that of Annex L in the latest draft of IEC 61400-121.
Details of the test site and reference met mast must
be provided to establish the test site and met mast
conditions.
All equipment used in the testing must be detailed. It
must be shown that the instruments on the met
mast are within calibration and that the mast is
Page 10 of 17
Compliance
statement
(2) Testing
compliant with IEC standards.
The test setup should include a ceilometer for the
measurement of cloud height to allow separation of
measured data for cloudy and clear sky conditions.
3rd
verification
party For all tests, an independent recognised third party
must be involved from the beginning of the test.
Period of testing
All tests should continue in wind speeds from cut-in
wind speed up to cut-out speed in all the valid
sectors as defined in IEC 61400-12-1.
Data validation and All comparisons are to be based on 10-minute
management
average values returned from MEASNET calibrated
cup anemometers installed on the test reference
mast located adjacent to the test instrument within
a few meters apart.
A minimum number of 600 points from the valid
wind sector to be set before performing analysis.
Evidence for the selection of valid measurement
sectors must be provided with explanation.
Data filtering
No filtering should be applied to the valid LiDAR data
prior to analysis other than for valid wind sectors
and for precipitation periods.
All data should be examined with a view to finding
unreferenced filter levels for standalone use
offshore. The filters and relevant levels should be
derived from the LiDAR returned output.
Data availability at Definition: Number of valid data points returned as
all heights
compared to maximum number of possible points
that can be acquired, at all heights. > 85%
Page 11 of 17
Compliance
statement
(2) Testing
Absolute error
Definition: Difference in reported wind speed
between the reference and test instrument based on
10-minute averages.
< 0.5 m/s (not more than 10% of data to exceed this
value in all valid data sectors) for near-shore
measurements
< 0.8 m/s (not more than 10% of data to exceed this
value in all valid data sectors) for offshore
measurements
Linear
slope
regression Definition: Single variant regression y=mx+b, b=0
and additional tolerance on slope values returned at
all reference heights, as well as sub-divided into two
wind speed ranges.
Between 0.98 and 1.01:< 0.015 variation in slope at
all heights in sub ranges 4-8 m/s and 8-12 m/s for
near-shore measurements
Between 0.975 and 1.015: < 0.020 variation in slope
at all heights in sub ranges 4-8 m/s and 8-12 m/s for
offshore measurements
In addition to the two wind speed ranges 4-8 m/s
and 8-12 m/s, regressions should be performed for a
wider wind speed range, i.e. between 4 and 16 m/s.
Linear regression R- Definition: Quality of fit value returned from the
squared
analysis performed to assess the linear regression
gradient value. A tolerance associated with variation
in R squared both with height and wind speed range
should be imposed.
> 0.98 at all heights in sub ranges 4-8 m/s and 8-12
m/s for near-shore measurements
> 0.94 at all heights in sub ranges 4-8 m/s and 8-12
Page 12 of 17
Compliance
statement
(2) Testing
m/s for offshore measurements
We will deliver the LiDAR on or before 30th August 2015.
Lot 2: Operation and maintenance for 2.5 operational years from the date of
installation and calibration.
Yes we will provide all operation and maintenance support for 2.5 operational years
from the date of installation and calibration, including all services, spares and
supplies as and when required
6.3
The price of our tender is:
Lot 1: [……………………………………………..]
Lot 2: [……………………………………………..]
6.4
This tender is valid for a period of 120 days from the final date for submission of
tenders.
6.5
If our tender is accepted, we undertake to provide a performance guarantee as
stated in clause 2.2 of the Request for Quotations.
6.6
Our firm/company [and our subcontractors] has/have the following nationality:
<……………………………………………………………………>
6.7
We are making this tender in our own right [as member in the consortium led by<
name of the leader / ourselves > ]*. We confirm that we are not tendering for the
same contract in any other form. [We confirm, as a member in the consortium, that
all members are jointly and severally liable by law for the execution of the contract,
that the lead member is authorised to bind, and receive instructions for and on
behalf of, each member, that the execution of the contract, including payments, is
the responsibility of the lead member, and that all members in the joint
venture/consortium are bound to remain in the joint venture/consortium for the
entire period of the contract’s execution].
6.8
We are not in any of the situations excluding us from participating in contracts which
are listed in section 2.3.3 of the Practical Guide which can be found at
http://ec.europa.eu/europeaid/prag/document.do?chapterId=2.3.3.&id=221. In the
event that our tender is successful, we undertake, if required, to provide the proof
usual under the law of the country in which we are established that we do not fall
Page 13 of 17
into these exclusion situations. The date on the evidence or documents provided will
be no earlier than 1 year before the date of submission of the tender and, in
addition, we will provide a statement that our situation has not altered in the period
which has elapsed since the evidence in question was drawn up.
We also undertake, if required, to provide any additional evidence of financial and
economic standing and technical and professional capacity according to the selection
criteria for this call for tender specified in the contract template. The documentary
proofs required are listed in Section 2.4.11 of the Practical Guide which can be found
at
http://ec.europa.eu/europeaid/prag/document.do?chapterId=2.4.11.1.2.&id=221&i
d=221&http://ec.europa.eu/europeaid/prag/document.do?chapterId=2.4.11.1.3.&id
=221&id=221
We also understand that if we fail to provide the proof/evidence required, within 15
calendar days after receiving the notification of award, or if the information provided
is proved false, the award may be considered null and void.
6.9
We agree to abide by the ethics clauses in Clause 8.6.f of the Contract Template of
the instructions to tenderers and, in particular, have no conflict of interests or any
equivalent relation in that respect with other tenderers or other parties in the tender
procedure at the time of the submission of this application.
6.10
We will inform the Contracting Authority immediately if there is any change in the
above circumstances at any stage during the implementation of the tasks. We also
fully recognise and accept that any inaccurate or incomplete information
deliberately provided in this application may result in our exclusion from this and
other contracts funded by the EU/EDF.
6.11
We note that the Contracting Authority is not bound to proceed with this invitation
to tender and that it reserves the right to award only part of the contract. It will incur
no liability towards us should it do so.
6.12
We fully recognise and accept that we may be excluded from tender procedures and
contracts, in accordance with Section 2.3.4 (which can be found at
http://ec.europa.eu/europeaid/prag/document.do?chapterId=2.3.4.&id=221) of the
Practical Guide, for a maximum period of 5 years from the date on which the
infringement is established and up to 10 years in the event of a repeat offence within
the 5 years of the above-mentioned date. Furthermore, we acknowledge that,
should we make false declarations or commit substantial errors, irregularities or
fraud, we will also be subject to financial penalties representing 2 % to 10 % of the
total estimated value of the contract being awarded. This rate may be increased to
4 % to 20 % in the event of a repeat offence within 5 years of the first infringement.
Page 14 of 17
6.13
We are aware that, for the purposes of safe guarding the financial interests of the
Communities, our personal data may be transferred to internal audit services, to the
European Court of Auditors, to the Financial Irregularities Panel or to the European
Anti-Fraud Office.
[* Delete as applicable]
Page 15 of 17
If this declaration is being completed by a consortium member:
The following table contains our financial data as included in the consortium’s tender
form. These data are based on our annual audited accounts and our latest
projections. Estimated figures (i.e. those not included in annual audited accounts)
are given in italics. Figures in all columns have been provided on the same basis to
allow a direct, year-on-year comparison to be made <except as explained in the
footnote to the table>.
Financial data
2 years
before last5
EUR
Year
before
last year
Last year Average6
EUR
This
year
EUR
EUR
EUR
Annual turnover 7, excluding
this contract
Current Assets8
Current Liabilities9
Page 16 of 17
The following table contains our personnel statistics as included in the consortium’s tender
form:
Average
manpower
Previous year
Overall
Last year
Total for
fields
related
to this
contract
Overall
This year
Total for
fields
related
to this
contract
11
11
Permanent staff
12
Other staff 13
Yours faithfully
Name and first name: <[…………………………………………………………………>
Duly authorised to sign this tender on behalf of:
<…………………………………………………………………………………… …>
Place and date: <…………………………………………………………….………….>]
Stamp of the firm/company:
This tender includes the following annexes:
[Numbered list of annexes with titles]
Page 17 of 17
Overall
Total for
fields
related
to this
contract
11