VILLA GUALINO VIALE SETTIMIO SEVERO 65 I-10133 TORINO
T+39 011 630 22 22 F+39 011 630 22 00
E INFO@ETF.EUROPA.EU WWW.ETF.EUROPA.EU
SPECIFICATIONS FOR TENDER
CFT/07/ETF/0016
“Purchase of IT equipment - Servers”
Page 1
SECTION A – INTRODUCTION
3
1.
2.
3.
3
3
3
WHAT IS THE ETF?
WHAT IS A TENDER?
WHO CAN PARTICIPATE IN THIS TENDER?
SECTION B – GUIDELINES AND GENERAL INFORMATION RELATED TO THIS TENDER
4
1.
WHAT SHOULD MY OFFER CONSIST OF?
4
A.
B.
C.
4
4
4
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
CONTACTS BETWEEN ETF AND THE TENDERER
4
2.1
2.2
2.3
4
5
5
W RITTEN CLARIFICATION BEFORE THE CLOSING DATE FOR SUBMISSION OF TENDERS
ORAL CLARIFICATION BEFORE THE CLOSING DATE FOR SUBMISSION OF TENDERS:
CONTACTS BETWEEN ETF AND TENDERERS AFTER THE CLOSING DATE FOR SUBMISSION OF TENDERS.
CAN I OFFER SOMETHING THAT VARIES FROM WHAT IS REQUESTED IN THE TERMS OF REFERENCE?
CAN A CONSORTIUM OF COMPANIES SUBMIT AN OFFER?
DO I COMPLY WITH ALL FORMAL REQUIREMENTS TO BE ELIGIBLE FOR TENDERING?
5
5
6
5.1
5.2
6
6
EXCLUSION CRITERIA
MISREPRESENTATION AND CORRUPTIVE PRACTISES
CONFIDENTIALITY & PUBLIC ACCESS TO DOCUMENTS
WHERE DO I FIND THE STANDARD PROVISIONS ETF APPLIES IN ITS CONTRACTS?
MAY ETF REQUEST A FINANCIAL GUARANTEE FROM THE CONTRACTOR?
HOW SHOULD I REPORT ON MY PROGRESS?
HOW AND WHEN SHOULD I PRESENT MY OFFER?
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7
7
7
7
10.1
10.2
10.3
LANGUAGE
DATES AND POSTAL ADDRESS
DOUBLE ENVELOPE SYSTEM
7
7
8
HOW WILL MY OFFER BE EVALUATED?
8
11.1
11.2
11.3
12.
TECHNICAL PROPOSAL
FINANCIAL PROPOSAL
SUPPORTING DOCUMENTATION
OFFER OPENING SESSION
OFFER EVALUATION SESSION
INTERVIEWS
OTHER INFORMATION
8
8
9
9
SECTION C – SPECIFIC INFORMATION RELATED TO THIS TENDER
10
1.
2.
3.
4.
5.
TIMETABLE
TERMS OF REFERENCE
CONTENT OF THE TECHNICAL PROPOSAL
CONTENT OF THE FINANCIAL PROPOSAL
SELECTION CRITERIA
10
11
17
17
17
5.1
5.2
17
17
6.
7.
8.
ECONOMIC AND FINANCIAL CAPACITY
TECHNICAL AND PROFESSIONAL CAPACITY
AWARD CRITERIA
SUBCONTRACTING
LOTS
18
18
18
SECTION D – STANDARD FORMS
19
1.
EXCLUSION, LEGAL ENTITY AND FINANCIAL IDENTITY FORMS
19
1.1
1.2
1.3
20
21
21
2.
3.
DECLARATION ON EXCLUSION CRITERIA
LEGAL ENTITY FORM
FINANCIAL IDENTIFICATION FORM
TECHNICAL AND FINANCIAL PROPOSAL
CHECKLIST
SECTION E – DRAFT CONTRACT
22
27
28
Page 2
Section A – Introduction
1. What is the ETF?
By sharing expertise in vocational education and training across regions and cultures, the European
Training Foundation (ETF) helps people to develop their skills, thereby promoting better living conditions
and active citizenship in democratic societies that respect human rights and cultural diversity.
The ETF is an EU agency1 and promotes the values and objectives of the European Union. In particular,
the ETF’s work is based on the fundamental contribution that vocational education and training makes to
competitiveness, employability and mobility in modern economies.
As a centre of expertise, we contribute to sustainable socio-economic development by enabling our partner
countries to reform their vocational education and training systems mainly through the EC Phare, CARDS,
Tacis and MEDA Programmes.
More information on ETF and its activities can be found on the Website: http://www.etf.europa.eu.
2. What is a tender?
For its organisation and functioning the ETF is in constant need of goods and services. 'Tendering' is the
structured way to consult the market for the purchase of these goods and services.
The purpose of competitive tendering for awarding contracts is two-fold:

to ensure the transparency of operations;

to obtain the desired quality of services, supplies and works at the best possible price.
The applicable regulations, namely directive 2004/18/EC and Commission Regulation N°2342/2002,
oblige the ETF to guarantee the widest possible participation, on equal terms in tender procedures and
contracts
3. Who can participate in this tender?
This procurement procedure is open to any natural or legal person wishing to bid for the assignment and
established in the EU, the EEA, an ETF partner country or any other country covered by the WTO
Government Procurement Agreement2.
1
The Foundation was established by EU Council Regulation No. 1360/90 of 7 May 1990 and Council Regulation No. 2063/94, which
amended the original. In July 1998 the Council again amended the regulation (Council Regulation No. 1572/98) in order to extend
the geographical scope of the Foundation’s work to the countries eligible for support from the MEDA programme. Further
amendments were made by Council Regulation No. 2666/2000 and Council Regulation No. 1648/2003.
2 More information can be found at the following link: http://www.wto.org/english/docs_e/legal_e/legal_e.htm#procurement
Section A
Page 3
Section B – Guidelines and general information related to this
tender
1. What should my offer consist of?
Tenderers must submit an offer that comprises of the following 3 elements:
A. Technical proposal
The technical proposal must be consistent with the terms of reference and contain all information
requested in section C.3, including any specific documentation requirements. In preparing the technical
proposal you should bear in mind the award criteria against which it will be evaluated, see section C.6.
B. Financial proposal
The financial proposal must include a detailed financial breakdown based on the format found in
section D.2. Prices must be quoted in EURO using the conversion rates published in the C series of the
Official Journal of the European Communities on the day when the invitation to tender was issued. This
information is also available on the Website of the European Central Bank at the following URL:
http://www.ecb.int/stats/eurofxref/.
The tenderer is responsible for the proper application of the rules on taxes, duties, charges (including VAT)
at the place where he is taxable. In general, prices must be quoted free of all duties, taxes and other
charges (including VAT) as the ETF is exempt from such charges under Articles 3 and 4 of the Protocol on
the privileges and immunities of the European Communities. For tenderers to which the exemption does
not apply, the offer is to state clearly the price exclusive of taxes and the corresponding tax.
C. Supporting documentation
The supporting documentation is an important part of your offer and must be complete to guarantee that
your technical proposal will be evaluated. The supporting documentation must contain the following 4
elements:

Eligibility documents
The documents required by section B.5.1 below demonstrating that the tenderer is eligible to tender for
this contract must be provided.

Selection criteria documentation
All documentation requested in section C.5.

Tenderer administrative information
This information is necessary to provide the ETF with details on the legal status and the relevant bank
information required for payments. Tenderers are requested to complete the Legal Entity Form and the
Financial Identification Form, including the documents required by the Forms, contained in section D.1

Checklist
The checklist found in section D.3 must be included as a cover page of your technical proposal.
2. Contacts between ETF and the tenderer
2.1
Written clarification before the closing date for submission of tenders
Requests for clarification regarding this procurement procedure or regarding the nature of the contract can
be sent by mail, fax or email to:
Section B
Page 4
Ian Fowden
European Training Foundation
Villa Gualino
Viale Settimio Severo 65
I-10133 Torino
Fax:
00 39 011 630 22 04
Email: Legal_Services@etf.europa.eu
The deadline for clarification requests is indicated in the timetable under section C.1. Each request for
clarification sent to ETF should indicate the CFT reference number and the title of the tender.
ETF will provide additional information resulting from the request for a clarification in the following way:

If you have requested the tender documentation by email, fax or by mail, you will receive written
clarifications by email or by fax.

If you have downloaded the tender documentation from the ETF web site then you should check
regularly the following URL address where the written clarifications will be available for download:
http://www.etf.europa.eu//web.nsf/pages/Calls_for_tender_EN?OpenDocument
In case ETF discovers an error, a lack of precision, an omission or any other type of clerical defect in the
text of the contract notice or in the tender specifications, ETF will inform candidates at its own instance.
2.2
Oral clarification before the closing date for submission of tenders:
Where a site visit at ETF’s premises or a meeting is deemed necessary before the closing date for
submission of tenders in order to clarify certain aspects of the tender, the ETF shall make the necessary
arrangements and inform or invite candidates. The costs incurred in attending shall be borne by the
tenderer. The ETF may, however, decide that the query would be more efficiently dealt with by means of a
written clarification.
In case a meeting or visit is taking place, the dates are indicated in the timetable under section C.1.
2.3
Contacts between ETF and tenderers after the closing date for submission of tenders.
If, after the tenders have been opened, some clarification is required in connection with a tender, or if
obvious clerical errors in the submitted tender must be corrected, the ETF may contact the tenderer,
although such contact may not lead to any alternation of the terms of the submitted tender.
3. Can I offer something that varies from what is requested in the terms of
reference?
In the absence of any such indication in the tender specifications your offer should not deviate from the
services requested.
4. Can a consortium of companies submit an offer?
Joint offers from consortia of service providers are permitted provided that conditions for adequate
competition are observed. The consortium must clearly indicate which service provider will be carrying out
which tasks as well as who has been appointed by the others as the lead partner. The lead partner shall be
the contracting party with ETF and shall be responsible for the overall performance of the contract and
management of the other members of the consortium.
Notwithstanding the above, each member of the consortium must be eligible in accordance with
section B.5.1 below and provide the required evidence. In addition, each member must be capable of
performing the contract in accordance to the selection criteria contained in section C.5.
Section B
Page 5
5. Do I comply with all formal requirements to be eligible for tendering?
5.1
Exclusion criteria
Tenderers shall be excluded from this tendering procedure in the following cases:
(a) They are bankrupt or being wound up, are having their affairs administered by the courts; have entered
into an arrangement with creditors, have suspended business activities, are the subject of proceedings
concerning those matters; or are in any analogous situation arising from a similar procedure provided for in
national legislation or regulations;
(b) They have been convicted of an offence concerning their professional conduct by a judgement which
has the force of res judicata;
(c) They have been guilty of grave professional misconduct proven by any means which the contracting
authority can justify;
(d) They have not fulfilled obligations relating to the payment of social security contributions or the payment
of taxes in accordance with the legal provisions of the country in which they are established or with those
of the country of the contracting authority or those of the country where the contract is to be performed;
(e) They have been the subject of a judgment which has the force of res judicata for fraud, corruption,
involvement in a criminal organisation or any other illegal activity detrimental to the Communities’ financial
interests;
(f) Following another procurement procedure or grant award procedure financed by the Community budget,
they have been declared to be in serious breach of contract for failure to comply with their contractual
obligations.
Eligibility document
The ETF shall accept, as satisfactory evidence that the tenderer is not in one of the situations described in
points (a) to (f) above, underwriting of the “Declaration on Exclusion Criteria” at section D.1.1 .
Optional Eligibility documentation
The ETF may require at contact award, or at any other time at ETF’s discretion, that the tenderer provides
additional documentation. Should such additional documentation be required, it will have the form indicated
below:
The ETF shall accept, as satisfactory evidence that the tenderer is not in one of the situations described in
points (a), (b) or (e) above, a production of a recent extract from the judicial record or, failing that, a recent
equivalent document issued by a judicial or administrative authority in the country of origin or provenance
showing that those requirements are satisfied.
The ETF shall accept, as satisfactory evidence that the tenderer is not in the situation described in point (d)
above, a recent certificate issued by the competent authority of the State concerned. Where no such
certificate is issued in the country concerned, it may be replaced by a declaration made by the tenderer
before a judicial or administrative authority, a notary or a qualified professional body in his country of origin
or provenance.
The ETF may also undertake the necessary investigations to verify compliance with points (c) and (f)
above.
5.2
Misrepresentation and corruptive practises
The contract will not be awarded to tenderers who, during the procurement procedure:

Are subject to a conflict of interest;
Section B
Page 6

Are guilty of misrepresentation in supplying the information required by the ETF as a condition of
participation in the contract award procedure or fail to supply this information;

Any attempt by a tenderer to obtain confidential information, enter into unlawful agreements with
competitors or influence the evaluation committee or the ETF during the process of examining,
clarifying, evaluating and comparing tenders, will lead to the rejection of his offer and may result in
administrative penalties.
6. Confidentiality & public access to documents
In the general implementation of its activities and for the processing of tendering procedures in particular,
ETF observes the following EU regulations:

EU Council Directive 95/46 of 24 October 1995 and EU Council Regulation 45/2001 of 18 December
2000 on the protection of individuals with regard to processing of personal data by the Community
institutions and the free movement of such data.

EU Council regulation 1049/2001 of 30 May 2001 regarding public access to European Parliament,
Council and Commission documents.
7. Where do I find the standard provisions ETF applies in its contracts?
In drawing up your offer, you should bear in mind the provisions of the draft contract provided at Section E
– Draft Contract, which you will be required to undersign in the event of contract award. In particular, the
draft contract indicates the method and the conditions for payments to the contractor.
8. May ETF request a financial guarantee from the Contractor?
ETF may require a pre-financing guarantee or a performance guarantee from the Contractor chosen as a
result of this tendering procedure. When such guarantee is requested, the specific conditions related to
the provision of a guarantee are included in the draft contract (Section E – Draft Contract). The costs for
the guarantee shall be borne by the Contractor.
9. How should I report on my progress?
In order to ensure that public funds are being spent correctly, the Contractor chosen as a result of this
tendering procedure may be required to submit reports on the progress of the assignment. If applicable,
the nature and frequency of these reports is detailed in the terms of reference (see section C.2).
10. How and when should I present my offer?
10.1 Language
Offers must be submitted in one of the official languages of the European Union. Both the technical
proposal and the financial proposal should be signed and perfectly legible in order to rule out any
ambiguity.
10.2 Dates and postal address
The offer should be postmarked not later than the date indicated in the timetable in section C.1 or
submitted by hand not later than 17.00 hrs of the date indicated in section C.1.
Section B
Page 7
The offer is to be submitted to the following address:
Procurement Officer
European Training Foundation
Villa Gualino
Viale Settimio Severo 65
I-10133 Torino
10.3 Double envelope system
Offers must be submitted in accordance with the double envelope system,
The outer envelope or parcel should be sealed with adhesive tape and signed across the seal and carry
the following information:






the reference number of the invitation to tender (CFT/07/ETF/0016)
the project title (“Purchase of IT equipment - Servers”)
the name of the Tenderer
the indication “Offer - Not to be opened by the internal mail service”.
the address for submission of offers (see above)
the date of posting (if applicable) should be legible on the outer envelope
The three innermost envelopes are:
Envelope A, containing one original (unbound, signed and clearly marked as “Original”) of the Technical
Proposal and four copies (bound and each marked as “Copy”).
Envelope B, containing one signed original and four copies of the Financial Proposal.
Envelope C, one original copy of the supporting documentation.
11. How will my offer be evaluated?
Offers will be opened and evaluated by persons possessing the technical and administrative capacities
necessary to give an informed opinion on the offers. Members of the opening and evaluation panel are
nominated on a personal basis by the ETF under guarantee of impartiality and confidentiality.
11.1 Offer opening session
The main aim of the opening session is to check whether the offer received is compliant with the following
formal requirements:
 Not submitted later than the submission deadline
 The envelope containing the offer is sealed
 Written in an EU language
 Signed
 Contains a technical and financial proposal and supporting documentation
 Submitted in the number of copies required
The offer opening session will take place on the date indicated in the timetable in section C.1 at the
premises of the ETF. Tenderers wishing to attend the opening session, should send a confirmation fax to
the Procurement Officer, fax +39 011 630 22 04. Maximum one representative per tenderer may attend
the opening session and their participation will be restricted to an observer role.
11.2 Offer evaluation session
Offers complying with the formal requirements checked during the offer opening session will be evaluated
in three stages:
1. The evaluation committee discusses the eligibility of the tenderer to participate to the tendering
procedure.
Section B
Page 8
2. The evaluation committee check the capacity of the tenderer to perform the contract in view of the
Selection Criteria as defined in section C.5. If one of the relevant criteria listed under the Selection
Criteria is not positive, the offer may not be further evaluated.
3. Each committee member evaluates the technical and financial proposals and awards a score against
the Award Criteria as defined in section C.6. Weighting the technical quality against the price, the
economically most advantageous offer is established.
The offer evaluation procedure is confidential. The evaluation committee’s deliberations are held in closed
session and its decisions are collective. The members of the evaluation committee are bound to secrecy.
The evaluation reports and written records are for official use only and may not be communicated to the
tenderers nor to any party other than the ETF, the European Anti-Fraud Office and the European Court of
Auditors.
11.3 Interviews
If interviews are required for this tender then the date will be indicated in section C.1. If no date is
indicated then this implies that no interview is necessary.
The costs for attending the interview shall be borne by the tenderer.
12. Other information
The submission of an offer implies acceptance of the terms and conditions specified in the draft Contract,
including the “General terms and conditions applicable to contracts”, and all provisions laid down in the
related specifications and annexes (see Section E – Draft Contract), the invitation to tender and where
applicable, additional documents.
Tenderers are expected to examine carefully and respect all instructions and standard formats contained
in these specifications and the invitation to tender. An offer, which does not contain all the required
information and documentation, may be rejected.
The tenderer shall be bound by his offer for a period of 90 days following the closing date for submission of
offers. The successful tenderer must maintain its offer for a further 60 days from the date of notification of
the award.
Where a maximum budget is mentioned in the terms of reference, any tenderer submitting a financial
proposal exceeding this budget will be rejected.
All documents presented by the tenderer become the property of the ETF and are deemed confidential.
ETF will not reimburse expenses incurred in preparing and submitting offers.
ETF will not reimburse expenses incurred in performing site visits and/ or attending clarification meetings,
and/ or opening sessions.
Completing the adjudication or the procedure of the call for tenders in no way imposes on the ETF an
obligation to award the contract. The ETF shall not be liable for any compensation with respect to
tenderers whose offers have not been accepted, nor shall ETF be liable when deciding not to award the
contract.
Each tenderer will be informed in writing about the outcome of the call for tender.
Section B
Page 9
Section C – Specific information related to this Tender
1. Timetable
The timetable for this tender and the resulting contract(s) is as follows:
CFT/07/ETF/0016
“Purchase of IT equipment - Servers”
Summary timetable
Comments
Launch date
13/07/2007
Deadline for request of clarifications from the ETF
24/08/2007
Site visit or clarification meeting (if any)
Last date on which clarifications are issued by ETF
Deadline for submission of offers
----------
Date publication sent to OJ
Not applicable for this tender
24/08/2007 plus 2
days
03/09/2007
Interviews (if any)
------------
Not applicable for this tender
Opening session
10/09/2007
@ 14.30 Local time
Date for evaluation of offers
12/09/2007
Estimated
Notification of award to the selected tenderer
12/09/2007 plus 1
week
Estimated
Contract signature
12/09/2007 plus 3
weeks
Estimated
Note: Any other dates related to the activities to be performed will be part of the terms and conditions of
the Contract.
Section C
Page 10
2. Terms of reference
The purpose of these Terms of Reference is to give instructions and guidance to candidates about the
nature of the offer they will need to submit and to serve as the contractor’s mandate during project
implementation. The Terms of Reference ensure that the project will be properly conceived by the
contractor, that the work is carried out on schedule and that resources will not be wasted.
The Terms of Reference will become part of the contract that may be awarded as a result of this tender.
Section C
Page 11
Technical Specifications:
Lot I.
Lot II.
Quantity up to 3
Quantity up to 1
Section C –Terms of reference
Application Server (2U)
Cluster package (8U)
Page 12
Lot I.
Application Server (2U) - Quantity up to 3
Processors
Two server class processors at 3GHz minimum, fully compatible with Novell
NetWare 6.5, Novell Suse Linux Enterprise 9.x (and higher) and Microsoft
Windows 2000/2003 server.
Cache Memory
4MB Level 2 Cache, expandable up to 32MB
Memory Protection
Advanced ECC
Memory
8GB (expandable to 32GB)
PC2-5300 DDR2 Fully Buffered DIMMs
Interleaving optional (Enabled when DIMMs populated in pairs)
8 DIMM Sockets
Network Controller
2 Embedded Multifunction Gigabit Server (RJ45)
Storage Controllers
Embedded Array Controller with 512MB battery-backed write cache
RAID 0/1/5 and RAID 6 with Advanced Data Guarding
Max internal drives
8 Small Form Factor (Serial Attached SCSI)
Storage
Optical Drive Rear Slimline CD-RW/DVD-ROM 24X combo drive
Hard Drives 8x146GB 15K rpm Hot plug 2.5” SAS SFF
Interfaces (Rear)
At least 1 Serial Port
At least 4 USB 2.0 Ports
At least 1 Graphic Port
Graphics
Integrated Video Controller with 16 MB SDRAM Video Memory
Chassis
System should be rack mountable (max 2U) in order to maintain
compatibility with existing systems. All rack mounting rails compatible with
HP Rack 10000 series cabinets must be included.
Expansion Slots
PCIe/PCI-X Riser
Industry Standard
Compliance
ACPI 2.0
PCI 3.0 Compliant
PXE Support
WOL Support
USB 2.0
System Fans
Fully redundant hot plug fans
Power Supply
Hot Plug AC Redundant Power Supply
Management
Preference will be given to solutions offering advanced server management
and configuration.
Warranty
Three years. Provided by hardware manufacturer on site.
Maintenance
Yearly cost of a top-up hardware maintenance based on 9 hours x 5 days
coverage, 4 hr response time, 3 years to the ETF premises in Turin must be
included in the offer. Full details of the implementation of this service must
be given and preference will be given to suppliers offering direct rather than
sub-contracted solutions.
Benchmark minimum
Results3
SPECint_base2006 = 11.1 (check http://www.spec.org/cpu2006/results/
cpu2006.html)
3
See details in the Appendix Benchmarks
Section C
Page 13
Lot II.
Cluster package (8U) - Quantity up to 1
Cluster package features
Two servers (1 processor per server) plus a Modular Smart Array storage system combined in an 8U
configuration fixture
SAN Switch 2/8
(2) 4 Gb Fibre Channel Host Adapters incl. necessary cables
OS Support: Novell Netware Cluster Service (NCS) / Novell Netware 6.5
Server Features - Per Server
Processors
One server class processor at 3.6 GHz with 2MB of L2 cache
Memory
4GB (expandable to 12GB)
Server Controller
Integrated Array Controller with 128MB Battery-Backed Write Cache
(BBWC)
Host Adapter (Novell) (1 per server for connectivity to the Modular Smart
Array storage system)
Internal Drive Support
Internal hot plug capacity 1.2TB SCSI
Storage
Optical Drive Rear Slimline CD-RW/DVD-ROM 24X combo drive
Hard Drives 4 x 146GB
Network Controller
2 Embedded Multifunction Gigabit Server Adapters (RJ45)
Expansion Slots
3 Total PCI-X slots
USB 2.0 Ports
3 Total: 1 front; 2 rear accessible ports
Redundancy
Hot Plug Power Supply with redundancy
Hot Pluggable Redundant Fans
Chassis
System should be rack mountable (max 2U) in order to maintain
compatibility with existing systems. All rack mounting rails compatible with
HP Rack 10000 series cabinets must be included.
Management
Preference will be given to solutions
- using recyclable material
- offering advanced server management and configuration
Warranty
Three years. Provided by hardware manufacturer on site.
Maintenance
Yearly cost of a top-up hardware maintenance based on 9 hours x 5 days
coverage, 4 hr response time, 3 years to the ETF premises in Turin must be
included in the offer. Full details of the implementation of this service must
be given and preference will be given to suppliers offering direct rather than
sub-contracted solutions.
Benchmark minimum
Results4
SPECint_base2006 = 11.1 (check http://www.spec.org/cpu2006/results/
cpu2006.html)
4
See details in the Appendix Benchmarks
Section C
Page 14
Modular Smart Array storage system features
4U Rack Mount Fibre Channel Storage, and one redundant controller
Support for Ultra2, Ultra3, and Ultra320 Universal Drives
14 hot plug drive bays, up to 4TB storage capacity
Scaleable up to 12.6TB of storage (42 x 300GB drives)
Hard Drives 14 x 300GB
4 Gb Fibre Channel host connections (support for 1, 2 and 4 Gb Fibre Channel fabrics)
Redundant embedded 8-port 4 Gb Fibre Channel Fabric Switch
RAID 0/1/5 with Advanced Data Guarding
Battery-Backed 512-MB cache
Hot Plug redundant power supplies and fans
Compatible with ISV backup and restore software from Hewlett Packard, Symantec, and others
System should be rack mountable (max 4U) n order to maintain compatibility with existing systems. All
rack mounting rails compatible with HP Rack 10000 series cabinets must be included.
Three years Warranty. Provided by hardware manufacturer on site.
Yearly cost of a top-up hardware maintenance based on 9 hours x 5 days coverage, 4 hr response time, 3
years to the ETF premises in Turin must be included in the offer. Full details of the implementation of this
service must be given and preference will be given to suppliers offering direct rather than sub-contracted
solutions.
Section C
Page 15
Appendix Benchmarks
Goal of Benchmark Usage in Lot I & II
The goal is to compare the requested minimum score in the respective Terms of Reference (ToR) for each
lot with the figures mentioned in the tenderer’s offer.
Please note: Provided data will be compared only to the required minimum score in the ToR, but not
amongst each other.
There are exactly two situations for the proposed equipment:
i.
The benchmark score is equal or better as required by the ToR.
ii.
The benchmark score is less than required by the ToR.
The benchmarking executed by the tenderer is intended to provide information about:
1. the basic performance of the proposed equipment
2. the preparation of the tenderers’ support service and at the same time their quality of service
Benchmark Tools
The benchmark tools have been chosen according to the foreseen usage of the requested equipment at
the ETF.
The following tools should be used:

Lot I & II servers
o
SPECint_base20065: The geometric mean of normalized throughput ratios when compiled
with conservative optimization for each benchmark.
A standardized benchmark has been chosen as a reference point. SPEC CPU2006 focuses on computing
intensive performance, which means putting the emphasis on the CPU, memory architecture and the
compilers.
Please include within your technical proposal the printed final results of benchmark for each equipment
proposed in your offer.
5
More detailed information about the benchmark, published benchmark results and ordering information can be obtained at
http://www.spec.org
Section C
Page 16
3. Content of the technical proposal
As described in section B.1, your offer must consist of three elements. One of these elements is the
technical proposal, which must, where applicable, clearly contain the following information.

Indication of the name and contact details of the person responsible for the tender;

A completed set of the technical and financial tables found in section D.2;

The benchmark results as requested in the ‘appendix benchmarks’ of the terms of reference at
section C.2;

A description of the proposed maintenance;

Any other specific requirement contained in the Terms of Reference at section C.2;

Any elements of the terms of reference on which he feels remarks, comments or suggestions are
necessary.
4. Content of the financial proposal
The financial proposal must be based on the format found in section D.2.
As mentioned in section B.1, under Articles 3 and 4 of the Protocol on the privileges and immunities of the
European Communities the ETF is exempt from all duties, taxes and other charges, including VAT. For
this reason all prices given in the financial breakdown should be free of VAT and other taxes or
duties. Tenderers to which the exemption does not apply should state in their financial breakdown the
price exclusive of taxes and the corresponding tax.
5. Selection criteria
The Tenderer must submit evidence of his capacity to perform the contract. The evaluation committee will
examine the offers to ensure that the information requested in the selection criteria has been provided and
that the Tenderer fulfils all these criteria. Offers which fail to include some of the information requested,
may be rejected outright.
In the case of a consortium submitting an offer, each member of the consortium must provide the required
evidence. For ‘technical capacity’ the evidence provided by each member of the consortium will be
checked at consortium level to ensure that the consortium fulfils the criteria.
5.1
Economic and financial capacity
The Tenderer must be bale to prove that he is in a stable financial position.
Evidence of this capacity must be provided by:

5.2
A statement of the tenderer's overall annual turnover for the previous three financial years.
Technical and professional capacity
The Tenderer must have the following technical capacity to perform the contract:

At least 2 years experience as an authorised reseller of the manufacturer of the equipment offered. A
maximum of 4hrs incident on-site intervention time for the supplied equipment.
Evidence of this capacity must be provided by:
Section C
Page 17

Copy of the certificate provided by the hardware manufacturer. A self declaration stating that the
tenderer can provide, within 4 hrs of its report, an on-site intervention.
6. Award criteria
Once the tenderer has demonstrated the appropriate capacity to perform the contract on the grounds of
the selection criteria, the offer will be assessed on the basis of the award criteria.
The award criteria serve to identify the most economically advantageous tender. The quality of each offer
will be evaluated in accordance with the award criteria and the associated weighting. No award criteria and
subcriteria others than those detailed below will be used to evaluate the offer.
The award criteria for this tender are:
Quality of the proposed equipment
40
Quality of the offer
10
Quality of the proposed maintenance
10
Price
40
The sum of all criteria gives a total of 100 points. The respective weighting between the different award
criteria depends on the nature of the task required and is consequently closely related to the terms of
reference. The award criteria are thus quantified parameters that the offer should comply with.
7. Subcontracting
All sub-contractors must be eligible for the contract (see section B.5.1) and fulfil the selection criteria (see
section C.5). If the identity for the intended subcontractor is already known at the time of submitting the
tender, the tenderer must furnish a statement guaranteeing the eligibility of the subcontractor. If any
subcontractor does not meet the eligibility and selection criteria, the offer shall be rejected. If the identity of
the sub-contractor is not known at the time of submitting the tender, any subcontract must be awarded
according to Article II.13 of the General Conditions of the contract.
The prime contractor shall be the contracting party with ETF and shall be responsible for the overall
performance of the contract and management of all subcontractors.
8. Lots
This tender is divided in the following 2 lots:

Lot 1 – Application Server (2U)

Lot 2 – Cluster Package (8U)
You may submit an offer for one or more lots but your offer should indicate clearly for which lot(s) you are
applying. In the case that you decide to apply for several lots, a technical and financial proposal per lot
must be provided.
Section C
Page 18
Section D – Standard Forms
The standard forms are to be completed and provided as part of your offer. Any specific documents
required by the forms should also be provided.
1. Exclusion, Legal entity and Financial identity forms
Section D
Page 19
1.1
Declaration on Exclusion Criteria
Declaration on Exclusion Criteria
(To be completed and signed by the tenderer)
The undersigned:
Name of the individual/company/organisation: .......................................................................
Legal address: .......................................................................................................................
Registration number/ID Card No: ...........................................................................................
VAT number: ..........................................................................................................................
Declares on oath that the individual/company/organisation mentioned above is not in any of the situations
mentioned below:
a) is bankrupt or being wound up, is having his/her affairs administered by the courts; has entered into
an arrangement with creditors; has suspended business activities; is the subject of proceedings
concerning those matters; or is in any analogous situation arising from a similar procedure provided
for in national legislation or regulations;
b) has been convicted of an offence concerning his/her professional conduct by a judgement which has
the force of res judicata;
c) has been guilty of grave professional misconduct proven by any means which the contracting authority
can justify;
d) has not fulfilled obligations relating to the payment of social security contributions or the payment of
taxes in accordance with the legal provisions of the country in which he/she is established or with
those of the country of the contracting authority or those of the country where the contract is to be
performed;
e) has been the subject of a judgment which has the force of res judicata for fraud, corruption,
involvement in a criminal organisation or any other illegal activity detrimental to the Communities’
financial interests;
f)
following another procurement procedure or grant award procedure financed by the Community
budget, he/she has been declared to be in serious breach of contract for failure to comply with his/her
contractual obligations.
I, the undersigned, understand that contracts may not be awarded if during the procurement procedure
the individual/company/organisation mentioned above:

is subject to a conflict of interest;

is guilty of misrepresentation in supplying the information required by the contracting authority as a
condition of participation in the contract procedure or fail to supply this information.
Full name:
Signature:
Section D
Date:
Page 20
1.2
Legal Entity Form
This form is to be downloaded, depending on the nationality of the tenderer, from the following website;
http://europa.eu.int/comm/budget/execution/legal_entities_en.htm
1.3
Financial Identification Form
This form is to be downloaded, depending on the nationality of the tenderer, from the following website;
http://europa.eu.int/comm/budget/execution/ftiers_en.htm
Section D
Page 21
2. Technical and Financial Proposal
The following tables must be duly filled in by the tenderer.
TABLE FOR LOT I
Lot I.
Application Server (2U) - Quantity up to 3
Proposed Product:
_________________________________________________________
Requirements
Processors
Req met?
Two server class processors at 3GHz minimum,
fully compatible with Novell NetWare 6.5, Novell
Suse Linux Enterprise 9.x (and higher) and
Microsoft Windows 2000/2003 server.



Cache Memory
4MB Level 2 Cache, expandable up to 32MB
Memory
Protection
Advanced ECC
Memory
8GB (expandable to 32GB)
PC2-5300 DDR2 Fully Buffered DIMMs
Interleaving optional (Enabled when DIMMs
populated in pairs)
8 DIMM Sockets

Network
Controller
2 Embedded Multifunction Gigabit Server (RJ45)

Storage
Controllers
Embedded Array Controller with 512MB battery-backed write
cache
RAID 0/1/5 and RAID 6 with Advanced Data
Guarding

Max internal
drives
8 Small Form Factor (Serial Attached SCSI)

Storage
Optical Drive Rear Slimline CD-RW/DVD-ROM
24X combo drive
Hard Drives 8x146GB 15K rpm Hot plug 2.5” SAS
SFF

Interfaces
(Rear)
At least 1 Serial Port
At least 4 USB 2.0 Ports
At least 1 Graphic Port

Graphics
Integrated Video Controller with 16 MB SDRAM
Video Memory

Chassis
System should be rack mountable (max 2U) in
order to maintain compatibility with existing
systems. All rack mounting rails compatible with
HP Rack 10000 series cabinets must be included.

PCIe/PCI-X Riser

Expansion
Slots
Section D
Comments
Page 22
Industry
Standard
Compliance
ACPI 2.0
PCI 3.0 Compliant
PXE Support
WOL Support
USB 2.0
System Fans
Fully redundant hot plug fans
Power Supply
Hot Plug AC Redundant Power Supply
Management
Preference will be given to solutions offering
advanced server management and configuration.
Warranty
Three years. Provided by hardware manufacturer
on site.
Maintenance
Yearly cost of a top-up hardware maintenance
based on 9 hours x 5 days coverage, 4 hr
response time, 3 years to the ETF premises in
Turin must be included in the offer. Full details of
the implementation of this service must be given
and preference will be given to suppliers offering
direct rather than sub-contracted solutions.

SPECint_base2006 = 11.1 (check
http://www.spec.org/cpu2006/results/
cpu2006.html)

Benchmark
minimum
Results





Additional comments:
______________________________________________________
Price per unit:
______________________________________________________
Yearly price for
maintenance:
_______________________________________________________
Section D
Page 23
TABLE FOR LOT II
Lot II.
Cluster package (8U) - Quantity up to 1
Proposed Product:
_________________________________________________________
Cluster package features
Requirements
Two servers (1 processor per server) plus a Modular Smart Array
storage system combined in an 8U configuration fixture using
recyclable ABS material
SAN Switch 2/8
(2) 4 Gb Fibre Channel Host Adapters incl. necessary cables
OS Support: Novell Netware Cluster Service (NCS) / Novell
Netware 6.5
Req met?
Comments




Server Features - Per Server
Requirements
Req met?


Processors
One server class processor at 3.6 GHz with 2MB
of L2 cache
Memory
4GB (expandable to 12GB)
Server
Controller
Integrated Array Controller with 128MB BatteryBacked Write Cache (BBWC)
Host Adapter (Novell) (1 per server for
connectivity to the Modular Smart Array storage
system)
Internal
Drive
Support
Internal hot plug capacity 1.2TB SCSI
Storage
Optical Drive Rear Slimline CD-RW/DVD-ROM
24X combo drive
Hard Drives 4 x 146GB

Network
Controller
2 Embedded Multifunction Gigabit Server
Adapters (RJ45)

Expansion
Slots
3 Total PCI-X slots

USB 2.0
Ports
3 Total: 1 front; 2 rear accessible ports

Redundancy
Hot Plug Power Supply with redundancy
Hot Pluggable Redundant Fans

Chassis
System should be rack mountable (max 2U) in
order to maintain compatibility with existing
systems. All rack mounting rails compatible with
HP Rack 10000 series cabinets must be

Section D
Comments


Page 24
included.
Management
Preference will be given to solutions
- using recyclable material
- offering advanced server management and
configuration

Warranty
Three years. Provided by hardware manufacturer
on site.

Maintenance
Yearly cost of a top-up hardware maintenance
based on 9 hours x 5 days coverage, 4 hr
response time, 3 years to the ETF premises in
Turin must be included in the offer. Full details of
the implementation of this service must be given
and preference will be given to suppliers offering
direct rather than sub-contracted solutions.

Benchmark
minimum
Results6
SPECint_base2006 = 11.1 (check
http://www.spec.org/cpu2006/results/
cpu2006.html)
Modular Smart Array storage system features
Requirements
4U Rack Mount Fibre Channel Storage, and one redundant
controller
Support for Ultra2, Ultra3, and Ultra320 Universal Drives
14 hot plug drive bays, up to 4TB storage capacity
Scaleable up to 12.6TB of storage (42 x 300GB drives)
Hard Drives 14 x 300GB
4 Gb Fibre Channel host connections (support for 1, 2 and 4 Gb
Fibre Channel fabrics)
Redundant embedded 8-port 4 Gb Fibre Channel Fabric Switch
RAID 0/1/5 with Advanced Data Guarding
Battery-Backed 512-MB cache
Hot Plug redundant power supplies and fans
Compatible with ISV backup and restore software from Hewlett
Packard, Symantec, and others
Req met?











System should be rack mountable (max 4U) n order to maintain
compatibility with existing systems. All rack mounting rails
compatible with HP Rack 10000 series cabinets must be included.

Three years Warranty. Provided by hardware manufacturer on site.

Yearly cost of a top-up hardware maintenance based on 9 hours x
5 days coverage, 4 hr response time, 3 years to the ETF premises
in Turin must be included in the offer. Full details of the
implementation of this service must be given and preference will be
given to suppliers offering direct rather than sub-contracted
solutions.

6
Comments
See details in the Appendix Benchmarks
Section D
Page 25
Additional comments:
______________________________________________________
Price per unit:
______________________________________________________
Yearly price for
maintenance:
_______________________________________________________
Section D
Page 26
3. Checklist
The checklist must be used to ensure that you have provided all the documentation for this tender and in
the correct way. This checklist should be signed and included in envelope A of your offer.
You must submit your offer in one envelope which contains 3 separate inner envelopes clearly marked
envelope A, B and C.
Please Tick  the boxes provided
Envelope ‘A’ must contain

one original signed copy and 4 copies of the technical proposal.

this checklist signed and dated.
Envelope ‘B’ must contain

one original signed copy and 4 copies of the financial proposal based on the format found in
section D.2.
Envelope ‘C’ must contain

the Declaration of Exclusion Criteria, as found in section D.1.1.

the evidence documentation related to the selection criteria found in section C.5.

the Legal Entity Form and the documentation required by the Form found at section D.1.2

the Financial Identification Form found at section D.1.3
You should also ensure that:

your offer is formulated in one of the official languages of the European Union.

both the technical and financial proposals of the offer are signed by the tenderer or his duly
authorised agent.

your offer is perfectly legible in order to rule out any ambiguity.

your offer is submitted in accordance with the double envelope system as detailed in section
B.10.3.

the outer envelope bears the information mentioned in section B.10.3.
Name:
Signature:
Date _________
Section D
Page 27
Section E – Draft Contract
The draft contract is provided solely for information. Tenderers should note that in the case that their offer
is successful the resulting contract will be based on this draft contract.
Section E
Page 28