CFCU is the Contracting Authority
of this programme
This Programme is funded by
the European Union
CIVIL SOCIETY DIALOGUE –
EU-TURKISH CHAMBERS FORUM
EU-TURKEY CHAMBERS PARTNERSHIP
GRANT SCHEME PROGRAMME
Simplified Tender Dossiers
for Services, Supplies and
Works under the
Negotiated Procedure
CFCU-2009
Simplified Tender Dossiers for Services, Supplies and Works under the negotiated procedure
This document has been prepared in Turkish and English. In the event of any contentious issues
arising, the English version will be binding.
CFCU-2009
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Simplified Tender Dossiers for Services, Supplies and Works under the negotiated procedure
Table of Contents
I.
II.
III.
IV.
IV.
Simplified Tender Dossier Services under the negotiated procedure: > €10.000 and <
€50.000

Letter of Invitation to Tender

Annex 1: Simplified Terms of Reference

Annex 2: Simplified contract for Services below €50.000

Annex 3: Simplified Service Tender Submission Form

Annex 4: Bank account notification form

Annex 5: Legal Entity File

Annex 6: Simplified Evaluation Grids for Services Tender

Annex 7: Grant of Facilities
Simplified Tender Dossier Supplies under the negotiated procedure: > €10.000 and <
€60.000

Letter of Invitation to Tender

Annex 1: Technical Specifications and Requirements

Annex 2: Simplified contract for Supplies between €10.000 and €60.000

Annex 3: Simplified Supply Tender Submission Form

Annex 4: Financial Identification Form

Annex 5: Legal Entity File

Annex 6: Financial Offer / Blank Price Breakdown (Sample)

Annex 7: Simplified Evaluation Grid for supplies tender

Annex 8: Grant of Facilities
Simplified Tender Dossier Works under the negotiated procedure: > €10.000 and <
€50.000

Letter of Invitation to Tender

Annex 1: Simplified Technical Specifications for Works

Annex 2: Simplified contract for Works < €50.000

Annex 3: Simplified Works Tender Submission Form

Annex 4: Financial Identification Form

Annex 5: Legal Entity File

Annex 6: Simplified Evaluation Grid for Works tender

Annex 7: Grant of Facilities
Standard Forms for the Evaluation Committee

Nomination of an Evaluation Committee

Declaration of impartiality and confidentiality

Simplified Evaluation Report (works / supplies)

Simplified Evaluation Report (services)
Other

Letter to unsuccessful tenderers
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Simplified Tender Dossier Services
Negotiated Procedure: > €10.000 and < €50.000
LETTER OF INVITATION TO TENDER
<Grant Beneficiary’s letterhead>
Project Title and Contract Number: ______________________
INVITATION TO TENDER
To:
_____________
Contract Title:
Dear <Contact name>
1.
You are invited to submit your technical offer and price quotation(s) for the provision of the
following services:
(i)
____________________
(ii)
____________________
(iii)
____________________
2.
Information on the required services is contained in Annex 1: Terms of Reference
3.
You have to quote for all the listed services in this invitation. The contract shall be awarded as
a whole.
4.
Your quotation(s) in the required format should be addressed to
[Address]
Telephone:
Fax:
5.
The financial offer should be accompanied by a technical offer i.e. adequate documentation
and CVs and other printed material or pertinent information for each of the requested services,
e.g. an outline of the approach proposed, a timing, sequence and duration of the proposed
activities, taking into account mobilisation time, etc. Technical offer and financial offer –should
be put into separate sealed envelopes.
6.
The price should be without VAT (KDV) because our project has been exempted from the
payment of this tax with resolution N. [Note here your KDV exemption data] from the Ministry
of Finance.
7.
The deadline for receipt of your offer (technical and financial) in is …./…./….. and ……..hrs.
Quotations should be delivered by courier, hand delivery or by registered mail.
8.
Other Conditions of contract are as follows:
(i)
PRICES: payments shall be made in EURO or TRY as an equivalent to the EURO
value of the contract calculated at the exchange rate of the bank from which payments
are made.
(ii)
PAYMENT for your invoice will be made on completion of the contract.
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(iii)
BUDGET: the maximum budget available for this contract is set at …. EURO.
(iv)
EVALUATION: the most economically advantageous tender will be selected by
weighing technical quality against price on a 80/20 basis 1
(v)
VALIDITY: your quotation should be valid for a period of …… days from the date of
your quotation.
9. Further information can be obtained from:
[The person in charge in your project]
[Address]
Telephone:
Fax:
10. Please confirm by fax or e-mail the receipt of this invitation and whether or not you will submit
an offer.
Yours sincerely,
[Signature]
1
More information on the evaluation process can be found in the “Procurement Manual for Services”,
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Annex 1
SIMPLIFIED TERMS OF REFERENCE
TERMS OF REFERENCE
Contract Name: _________________
The Terms of Reference (ToR) should describe the following where the headings are
appropriate
1.
BACKGROUND INFORMATION
1.1.
General information about your project
1.2.
Contracting Authority
(state the legal name of your organisation responsible for managing the contract)
2.
CONTRACT OBJECTIVES
2.1
Results to be achieved by the service provider
(The ToR should describe in detail the nature and quantity of the outputs of the services to be
provided).
3.
SCOPE OF THE WORK
3.1.
General
3.2.
Specific list of activities
A clear and detailed list of tasks to be undertaken in order to achieve the contract objectives.
3.3
Outputs
Outputs of the specific activities should be specified
4.
LOGISTICS AND TIMING
4.1.
Location where the service should be provided
Identify the location (i.e, city/town) for the provision of the services
4.2.
Commencement date & Period of execution
The intended commencement date is <date> and the period of execution of the contract will
be < number > months from this date.
5.
REQUIREMENTS
5.1.
Personnel
(State requirements to all the experts (education, skills, experience, etc.) who you assume to
have a role in implementing the contract. They are referred to as key experts.
5.2.
Facilities and own equipment to be provided by the Service provider. No equipment is allowed
to be procured..
(State if the Service provider should assure own equipment - office computer, training
equipment or any other equipment you deem appropriate.
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6.
MANAGEMENT / SUPERVISION AND FINAL APPROVAL
6.1.
Supervisor
The person in charge inside your organisation to supervise the execution of the services.
6.2.
Definition of performance indicators
State criteria the supervisor will use to evaluate the performance of the service provider and to
access whether the services achieved the desired results.
6.3.
Special requirements or conditions
(State additional requirements, if any – i.e. respect of EU Visibility, etc).
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Simplified contract for Services below €50.000
Annex 2
<Grant beneficiary’s headed notepaper>
Contract for Service
[Title of the Contract]
To: [Name of the Legal representative of the entity which has won the service contract]
Address: [Address of the firm]
Dear Sirs,
The [Name of Grant Beneficiary] would like to place an order for the service mentioned in Article 1
below to tender including the Terms of Reference and Invitation to Tender (annexed to this contract),
on the basis of your offer and prices in your quotation.
1. REQUESTED SERVICES
[List of services requested, stated as an attachment 1 to this contract)]
2. AMOUNT OF THE CONTRACT
The amount of the order is fixed at ............... Euro/TRY and is not subject to revision.
3. TIME DURATION AND PROJECT LOCATION
The time limit for the service contract is set for .................(days, weeks or months) from the date of the
signature of this contract by both parties. The service contract will be started on ……….. and
completed on ……………………………….
4. PAYMENT
Payment for your invoice will be made 100% against the acceptance procedure. Payments shall be
made to the bank account declared by the Contractor.
For the Company
For the Grant Beneficiary
Name:
Name:
Function:
Function:
Signature:
Signature:
Date:
Date:
Attachment
A. Terms of Reference (Annex 1)
B. Technical Offer, incl. CVs of key staff (Annex 4)
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Simplified Service Tender Submission Form
Annex 3
Negotiated procedure below €50.000 (minimum 3 compliant offers)
Ref: < as per letter of invitation to tender >
Contract title: < Contract title >
One signed tender submission form must be supplied.
1
SUBMITTED by (i.e, the identity of the Tenderer)
Name(s) and address(es) of legal entity
2
CONTACT PERSON (for this tender)
Name
Organisation
Address
Telephone
Fax
e-mail
3 DECLARATION(S)
As part of their tender, the legal entity identified under point 1 of this form, must submit a signed
declaration using the attached format.
4
STATEMENT
I, the undersigned, being the authorised signatory of the above tenderer, hereby declare that we have
examined and accept the entire contents of the tender dossier for the tender procedure referred to
above. We offer to provide the services requested in the tender dossier on the basis of the following
documents, which comprise our Technical and Financial offer presented in two separate sealed
envelopes:

Technical Proposal

Key expert(s) and their CVs

Tenderer's declaration

Completed financial identification form providing details of the bank account into which
payments under the proposed contract should be made in the event that we are awarded the
contract

Completed legal entity file
We recognise that our tender will 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 and that
we may also be subject to exclusion from other tender procedures and contracts funded by the EC.
Signed on behalf of the tenderer
Name
Signature
Date
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FORMAT OF THE DECLARATION REFERRED TO IN POINT 3
OF THE TENDER SUBMISSION FORM
(To be submitted on the headed notepaper of the legal entity that is tendering)
<Date>
<Name and address of the Contracting Authority >
Your ref: < Contract ref >
Dear Sir/Madam
TENDERER'S DECLARATION
In response to your letter of invitation to tender for the above contract, we <Name(s) of legal entity>
hereby declare that we:

are submitting this tender on an individual basis led by ourselves for this contract. We confirm
that we are not participating in any other tender for the same contract, whatever the form of the
application;

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 to contract procedures for EC external actions
(available
from
the
following
Internet
address:
http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/index
_en.htm

agree to abide by the ethics clauses in Section 2.4.11 of the Practical Guide to contract
procedures for EC external actions and, in particular, have no potential conflict of interests or
any relation with other short-listed candidates or other parties in the tender procedure at the time
of the submission of this tender;

and have only included data in the application form concerning the resources and experience of
our legal entity;

will inform the Contracting Authority immediately if there is any change in the above circumstances
at any stage during the tender procedure or during the implementation of the contract; and

fully recognise and accept that any inaccurate or incomplete information deliberately provided in
this tender may result in our exclusion from this and other contracts funded by the European
Communities.
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 into the exclusion situations listed
in section 2.3.3 of the Practical Guide to contract procedures for EC external actions. The date on the
evidence or documents provided will be no earlier than 180 days before the deadline for submission of
tenders and, in addition, we will provide a sworn statement that our situation has not altered in the
period which has elapsed since the evidence in question was drawn up.
Yours faithfully
<Signature of authorised representative of the legal entity >
< Name and position of authorised representative of the legal entity >
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Bank account notification form
Annex 4
FINANCIAL IDENTIFICATION
ACCOUNT HOLDER
NAME
ADDRESS
TOWN/CITY
POSTCODE
VAT NUMBER
COUNTRY
CONTACT PERSON
TELEPHONE
FAX
E - MAIL
BANK
BANK NAME
BRANCH ADDRESS
TOWN/CITY
POSTCODE
COUNTRY
ACCOUNT NUMBER
IBAN
REMARKS :
BANK STAMP + SIGNATURE of BANK REPRESENTATIVE
DATE + SIGNATURE of ACCOUNT HOLDER :
(Both Obligatory)
(Obligatory)
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LEGAL ENTITY FILE
Annex 5
LEGAL ENTITIES
http://europa.eu.int/comm/budget/execution/legal_entities_fr.htm
PRIVACY STATEMENT
PRIVATE COMPANIES
TYPE OF
COMPANY
NGO
YES
NO
(Non Gouvernemental Organisation)
NAME(S)
ABBREVIATION
ADDRESS OF
THE HEAD
OFFICE
POSTAL CODE
P.O. BOX
CITY
COUNTRY
VAT
PLACE OF REGISTRATION
DATE OF REGISTRATION
D
D
M
M
Y
Y
Y
Y
REGISTRATION NR
PHONE
FAX
E-MAIL
THIS "LEGAL ENTITY" FORM SHOULD BE FILLED IN AND RETURNED TOGETHER WITH:
* A COPY OF ANY OFFICIAL DOCUMENT (E.G. OFFICIAL GAZETTE, REGISTER OF
COMPANIES, ETC.) SHOWING THE CONTRACTOR'S NAME AND ADDRESS AND THE
REGISTRATION NUMBER GIVEN TO IT BY THE NATIONAL AUTHORITIES;
* A COPY OF THE VAT REGISTRATION DOCUMENT IF APPLICABLE AND IF THE VAT
NUMBER DOES NOT APPEAR ON THE OFFICIAL DOCUMENT REFERRED TO ABOVE.
DATE AND SIGNATURE
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Simplified Evaluation Grids for Services Tender
2
Annex 6
(negotiated procedure without publication
(Your Project Title)
Tender Nr.
Title:
Overall decision?
(Accept / Reject)
Key experts CVs
included ?
(Yes/No)
Tenderer's
declaration signed
(Yes/No)
Organisation &
methodology exists?
(Yes/No)
Tenderer
name
Proposal received
before the
submission
deadline ?
(Yes/No)
Tender submission
form duly
completed?
(Yes/No)
ADMINISTRATIVE COMPLIANCE GRID
Tender envelope
number
1.
_____________________
______________________________________________
1
2
3
4
5
Chairperson's name
Chairperson's signature
Date
2.
Specimen Technical Evaluation grid
Proposed criteria and their weights are given below. Depending on the specifications of the project,
these criteria and the weights can be modified.
Maximum
Organisation and methodology
Rationale
Strategy
Timetable of activities
Total score for Organisation and
methodology
Key expert
Qualifications and skills
General professional experience
Specific professional experience
Total score for Key expert
Overall total score
Tender 1
Tender 2
Tender 3
15
15
10
40
15
15
30
60
100
The Evaluation Process is explained in detail in the “Regional Development Programme in TR90 NUTS 2
Region Procurement Manual for Services”, and can be downloaded from the following website: www.dokap.org.tr
2
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Each voting member of the Evaluation Committee completes individually the table above.
3.
SAMPLE Tender Evaluation Summary
[ The table below is an explanatory sample where the offers are evaluated by three voting members of
the evaluation committee ]
Maximum
possible
Tender 1
Tender 2
Tender 3
55
60
59
174
174/3=
58.00
88
84
82
254
254/3=
84.67
84.67/85.33=
99.22
84
82
90
256
256/3=
85.33
€ 27 000
€ 28 500
100
27 000 /
28 500
x 100 =
94.74
99,22 x 0.80 =
79.38
100.00 x 0.20=
20.00
79.38 + 20.00=
99.38
100.00 x 0.80 =
80.00
94,74 x 0.20=
18.95
80.00 + 18.95=
98.95
1
2
Part 1: Technical Evaluation
Evaluator A
Evaluator B
Evaluator C
Total
Average score
(mathematical average)
100
100
100
300
Technical score (actual
final score/highest final
score)
Eliminated*
100.00
Part 2: Financial Evaluation
Total fees
Financial score
(lowest total fees / actual
total fees x 100)
Eliminated
following
technical
evaluation
Part 3: Composite Evaluation
Technical score x 0.80
Financial score x 0.20
Overall score
Eliminated
following
technical
evaluation
Final ranking
* Only tenders with average score of at least 80 points qualify for the financial evaluation
Date
Signatures of the Evaluation Committee:
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TECHNICAL OFFER
Please submit your technical offer in free format covering the following information:
Main aspects of the strategy for the services proposed
Activities, including the preparatory phase
Activity Schedule
Information on the services provided by the tenderer, certificates, brochures, etc.
CV’s of the experts proposed
The Financial offer should be put in a separate envelope and submitted together with the
Technical Offer.
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GRANT OF FACILITIES3
Annex 7
The contract is, as a rule, exempt from all taxes and duties, including value added tax (VAT) and
Special Consumption Tax, pursuant to the provisions of Articles set out in the Framework Agreement 4
signed between Turkey and the EC in 2004, extract of Article 5-8 of Annex A of which are provided
below. The Contractor shall accordingly complete the necessary formalities with the relevant
authorities to ensure that the goods and services required for performance of the Contract are exempt
from taxes and duties, including VAT and Special Consumption Tax.
The relevant provisons of the Framework Agreement are as follows:
Establishment, Installation, Entry And Residence Facilities
1. In the case of works, supply, service and grant contracts, natural or legal persons eligible to
participate in tendering procedures shall be entitled to temporary installation and residence where
the needs of the contract so require. This right shall be acquired only after the invitation to tender
has been issued and shall be enjoyed by the technical staff needed to carry out studies
preparatory to the drawing up of tenders; it shall elapse one month after the contractor is
designed.
2. The Government of Turkey shall permit personnel taking part in works, supplies, services and/or
grant contracts financed by the Community, and members of their immediate family, to enter
Turkey, to establish themselves in the State, to work there and to leave the said State, as the
nature of the contract so justifies.
Import and re-export of Equipment
1. The Government of Turkey shall grant the permits necessary for the importation of professional
equipment including motor vehicles required to execute the Project, subject to existing laws, rules
and regulations of Turkey.
2. The Government of Turkey shall further grant natural and legal persons who have executed
works, supplies, services and/or grant contracts the permits required to re-export the said
equipment.
Imports and Exchange Control
1. For the execution of Project, the Government of Turkey undertakes to grant import authorizations
and authorizations for the acquisition of the foreign exchange without discrimination between:
-
for Project approved under the Meda Regulation, the countries of the European Union, and
the MEDA partner territories and countries eligible under the Meda Regulation.
The Evaluation Process is explained in detail in the “Regional Development Programme in TR90 NUTS 2
Region Procurement Manual for Services”, and can be downloaded from the following website: www.dokap.org.tr
3
This is an extract of Article 5-8 of Annex A of the Framework Agreement signed between Turkey and the EC in 14.05.2004, and adopted
as law by Turkish Parliament (no: 5303) on 22 February 2005 and which was published in the Turkish Official Gazette on 26 March 2005,
no: 25739. The Agreement was published in Official Gazette no:25787, dated 15 April 2005 following the Government Decision, no
2005/8636 on putting it into force.
4
Please, also refer to the Framework Agreement, the Communiqués issued by the Ministry of Finance (the MoF) thereto for further
information, especially for exemption scope and implementation procedure, which are also available at the MoF’s website at:
http://www.gib.gov.tr/index.php?id=743 .
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-
for Project approved under the Pre-accession Regulation, the countries of the European
Union, the MEDA partner territories and countries eligible under the Meda Regulation, the
countries of Central and Eastern Europe eligible under the PHARE Regulation 5 and the
countries eligible under the CARDS Regulation6.
2. The Government of Turkey shall grant the permits necessary to repatriate funds received in
respect of The Project in accordance with the foreign exchange control regulations in force in
Turkey.
3. The Government of Turkey shall exempt EC financed projects from procedures requiring the
transfer of the price of goods and/or services to EC contractors abroad through banks or financial
institutions operating in Turkey.
Taxation and Customs
1. Taxes, customs and import duties and levies and/or taxes of equivalent effect shall be charged
neither to the grant nor to the co-financing contribution provided by Turkey.
2. All imports by EC contractors shall be allowed to enter Turkey without being subject to customs or
import duties, charges, VAT and the Special Consumption Tax or to any other similar tax, duties or
charges. Such exemption shall only be applied to the imports in connection with the goods
supplied and/or services rendered and/or works executed by the EC contractor under the EC
contract. Turkey shall ensure that the imports concerned will be released from the point of entry
for delivery to the EC contractors as required by the provisions of the contract and for immediate
use as required for the normal implementation of the contract, without regard to any delays or
disputes over the settlement of the above-mentioned duties, taxes or charges.
3. EC contractors shall be exempted from VAT for any service rendered or goods supplied or works
executed under the EC contract. Goods supplied or services rendered or works executed by a
contractor to the EC contractor shall also be exempted from VAT. Such exemption shall only be
applied to the goods supplied or services rendered or works executed which are connected with
the goods supplied or services rendered or works executed by the EC contractor under the EC
contract.
Any EC contractor or contractor supplying goods and/or rendering services and/or executing
works for an EC contractor who is entitled to the exemption, as provided in this Agreement, shall
be entitled to offset or deduct any VAT paid in connection with the goods supplied and/or services
rendered and/or works executed which are exempted from VAT, as provided in this Agreement,
against any VAT collected by them for any of their other transactions. Should the EC contractor or
contractor not be able to make use of this possibility, they shall be able to obtain a VAT refund
directly from the tax administration in a maximum period of ten (10) days upon submission of a
written request to the tax administration attaching the necessary documentation required under
Turkish law for the refund of VAT.
Exemption from VAT shall also apply to any similar tax which may be instituted after the date of
signature of this Agreement in addition to, or in replacement of, existing VAT.
The relevant tax authority shall provide EC contractors who are entitled to the exemption within
this Agreement with a certificate confirming such exemption upon submission by the relevant EC
contractor of a written request; the request should include documentation to confirm the identity
and status of the requesting EC contractor. The tax authority shall deliver the certificate or refuse it
upon justification within 30 calendar days maximum.
Council Regulation (EC) No 3906/1989 of 18 December 1989 on economic aid for certain countries of central and Eastern Europe. OJ L
375, 23.12.1989, p. 11.
5
6
Council Regulation (EC) No 2666/2000 of 5 December 2000. OJ L 306, 7.12.2000, p. 1.
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4. EC contracts shall not be subject in Turkey to stamp or registration duties, or to any other charge
having an equivalent effect thereto, whether such charges exist or are to be instituted.
5. Expenditures of EC contractors shall be relieved from the Special Consumption Tax. This relief
shall only be applied to the expenditure in connection with the goods supplied and/or services
rendered and/or works executed by that EC contractor under the EC contract.
6. Natural persons not nationals and not residents of Turkey carrying out service and/or works and/or
grant and/or twinning contracts financed by the Community and the eventual co-financing
contribution provided by Turkey shall not be subject to income tax in Turkey for the income
generated by this type of contract.
Legal persons will be subject to the same above provision provided that they do not have their
permanent establishment or fixed base in Turkey.
Profit and/or income arising from EC contracts shall be taxable in Turkey in accordance with its tax
system if the natural and/or legal persons making such profit and/or income have their permanent
establishment or fixed base in Turkey according to the provisions of the applicable double taxation
agreements as ratified by Turkey.
7. Personal and household effects imported for personal use by natural persons (and members of
their immediate families) other than those recruited locally, carrying out tasks defined in service
and/or works and/or grant contracts and/or twinning contracts or covenants shall be exempted
from customs duties, import duties, taxes and other fiscal charges having equivalent effect, the
said personal and household effects being either re-exported or disposed of in the state in
accordance with the regulations in force in Turkey after termination of the contract.
8. Natural and legal persons importing professional equipment shall, if they so request, benefit from
the system of temporary importation as defined by the national legislation of Turkey in respect of
the said equipment.
9. Those benefiting from the Project shall be exempted from “Inheritance and Transfer Tax” resulting
from goods transferred to them without consideration in any way under the Project.
10. In the implementation of these exemptions, Article 9 about the origin of materials and supplies will
be applied.
11. Turkey shall issue the necessary secondary legislation to make the tax provisions established in
this Agreement effectively applicable soon after this Agreement comes into force. Tax exemptions
to be provided under this Agreement shall be on an ex-ante basis.
12. For the purposes of this Agreement, the term “EC contractors” shall be construed as natural and
legal persons, supplying goods and/or rendering service and/or executing works and/or executing
a grand contract under EC contract. The term “EC contractor” also covers pre-accession advisors,
also known as resident twinning advisers, and experts included in a twinning covenant or contract.
The term “EC contract” means any legally binding instrument financed out of the grant and
possible co-financing and signed by the EC or the CFCU or an Implementing Agency or a grant
beneficiary.
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Simplified Tender Dossier for Supplies
Negotiated Procedure: > €10.000 and < €60.000
LETTER OF INVITATION TO TENDER
<Grant Beneficiary’s letterhead>
Project Title and Contract Number :...................................................................................
INVITATION TO TENDER
To:
[All the firms of your choice]
Contract Name:
Contract Number:
[Ex. Purchasing of equipment for the office project]
[You give a progressive number
for each Lot that you will tender, i.e..
TR/0502.02/LDI/021
Dear <Contact name>
In the framework of the execution of the project [The name of your project] co-financed by the
European Communities and the Turkish Government
1.
You are invited to submit your best price quotation(s) for the supply of the following items:
[Example]
(i)
3 Desktop computers
(ii)
1 Laser printer
(iii)
1 Fax machine
(iv)
etcetera
2.
Information on technical specifications and additional requirements are given in attached
dossier
3.
You have to quote for all items in this invitation. The contract shall be evaluated and awarded
as a whole. The sole award criterion will be the price. The contract will be awarded to the
lowest compliant tender.
4.
Your quotation(s) in the required format should be addressed to:
[The person in charge in your project]
[Address]
Telephone:
Fax:
5.
The offer, in one original and one copy, should be accompanied by adequate technical
documentation and catalogue(s) and other printed material or pertinent information for each
item quoted, including names and addresses of firms providing services facilities in [state the
region where the project office for which equipment is supplied will be located, etc].
6.
With the technical and financial offers placed together in a sealed envelope you should
provide:
- a photocopy of the registration of your company to the Chamber of Commerce
- a photocopy of your Tax number
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Simplified tender dossier for services, supply and works
7.
The price should be without VAT (KDV) because our project has been exempted from the
payment of this tax with resolution N. 5503 dated 22.02.2005 from the Ministry of Finance.
8.
The deadline for receipt of your quotation is [Date] at…………. [hours].
9.
Quotations will be delivered in a single sealed envelope
10.
Other Conditions of Supply are as follows:
(i)
PRICES: payments shall be made in EURO or TRY as an equivalent to the EURO value of
the contract calculated at the exchange rate of the bank from which payments are made 100%
against delivery documents following provisional/formal acceptance of the supplies.
(ii)
PAYMENT for your invoice will be made 100% against delivery documents following
acceptance of the supplies in the place of delivery.
(iii)
WARRANTY: goods offered should be covered by Manufacturer’s warranty for at least 12
months from the date of delivery to us.
(iv)
ORIGIN: the supplies must originate in a Member State of the European Union or one of the
beneficiary countries of the pre-accession financial assistance programme for Turkey and the
countries covered by the Regulations on access to Community external assistance. 7. The
origin of the goods must be determined according to the Community Customs Code
(certificate of origin) or certificate of local production for goods produced in Turkey.
(v)
VALIDITY your quotation should be valid for a period of 30 days from the date of your
quotation.
11.
Further information can be obtained from:
[Person in your organisation in charge of giving information]
Telephone: ____________ Fax: ______________
12.
Please confirm by fax or e-mail the receipt of this invitation and whether or not you will submit
an offer.
Yours sincerely,
Person in charge of giving information
Address
[Signature]
7
Member States of the European Union, Accession States (Crotia, Macedonia, Turkey) MEDA Countries
(Algeria, Egypt, Gaza and the West Bank, Israel, Jordan, Lebanon, Malta, Morocco, Syria, Tunisia, Turkey) and
Member States of the European Economic Area (Iceland, Liechtenstein, Norway).
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Simplified tender dossier for services, supply and works
Annex 1
Technical Specifications and Requirements
TECHNICAL SPECIFICATIONS AND REQUIREMENTS
Contract Name:
_________________
Contract no.:
_________________
Name of Item:
_________________
Quantity:
_________________
TECHNICAL DETAILS
1.
General Description
2.
Technical Specifications
3.
Accessories and Attachments
4.
Tools or Other Required Items
5.
Maintenance Requirements
6.
Spare Parts Required
7.
Manuals
8.
Required Performance
9.
Warranty Specifications
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Simplified tender dossier for services, supply and works
Simplified Contract for Supplies Between €10.000 and €60.000
Annex 2
<Grant beneficiary’s letterhead>
Contract for Supply of Goods
[The name of Grant Beneficiery organisation] represented by Mrs./Mr. [the person authorised to sign a
contract] from now on called “The Contracting Authority”
of the one part,
and [the firm which has won the supply contract] represented by Mrs./Mr. [the legal representative of
the firm] from now on called “The Supplier”
of the other part,
have agreed as follows:
Subject of the contract is: the supply and Installation of [list and number of the items. You can use a
table if it is long] together with [manuals, spare parts, others] and [if it is the case: the training to be
delivered for the correct use etc]
1. DESCRIPTIONS OF GOODS
The description of the goods is given in the Annex 1 “Technical Specifications and requirements” (Use
the document used to ask for quotation) amended by the offer provided by “the Supplier” (attach the
technical offer of the supplier)
2. AMOUNT OF THE CONTRACT
The amount of the contract is fixed at ............... Euro/ (or TRY) excluding VAT (KDV) from which “the
Contracting Authority” is exempted and is not subject to revision.
3. TIME LIMIT AND PLACE OF DELIVERY
The time limit for the delivery of goods is set for .................(days, weeks or months) from the date of
the signature of this contract by both parties. The goods will be delivered at [put the exact address
where the goods should be delivered].
4. ORIGIN
The supplies must originate in a country which is a member of European Community, Accession
State, MEDA or Member States of the European Economic Area. For products locally produced in
Turkey, this may be a “Certificate of a locally manufactured good” provided by the local Chamber of
Commerce and Industry.
Suppliers must present a certificate of origin to the Contracting Authority at the latest before the
issuing the Provisional Acceptance of the supplies on purchase of more than €5.000 of unit price. No
acceptance can be made without such certificate. For those under €5.000, rule of origin still applies
although certificate of origin is not obligatory.
5. PROVISIONAL ACCEPTANCE
Provisional Acceptance will be issued upon delivery, installation, putting into operation, inspection and
testing and training are completed by the supplier for all the goods under this contract. Provisional
acceptance procedure is completed by three members of the acceptance committee appointed by the
Contracting Authority upon request of the Contractor. Validity date of acceptance is the date of the
Acceptance Certificate. Acceptance procedures shall be completed within one month from the request
of the contractor.
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6. DURATION OF COMMERCIAL WARRANTY AND AFTER-SALES SERVICE
The deadline for the warranty period is set for (X) months/years from the issuance of Provisional
Acceptance. During the warranty period, excluding the current maintenance, all the repairs resulting
from faulty equipment will be at the supplier’s cost, including the supply of replacement parts and the
overhead costs. The supplier is to guarantee an after-sales service to ensure the maintenance service
as well as the fast and regular supply of spare parts.
7. FINAL ACCEPTANCE
The Final Acceptance will be issued at the end of the warranty period.
8. PENALTIES FOR DELAYS
In case of delay within the period specified in the contract, the supplier is subject to a penalty of
1/1000 of the price of the goods ordered per calendar day of delay. However, the ceiling of these
penalties is 10 percent of the total amount of the order.
In case the 10 percent ceiling is exceeded, “the Contracting Authority” reserves the right to terminate
this contract.
9. SCHEDULE OF PAYMENT
Payment for your invoice will be made 100% against delivery documents following provisional/formal
acceptance of the supplies.
10. PAYMENT
Payments shall be authorized and made by “the Contracting Authority” representative.
For the Supplier
For the Contracting Authority
Name:
Name:
Function:
Function:
Signature:
Signature:
Date:
Date:
Attachment:
1. Technical specification of Grant Beneficiary (Annex 1)
2. Tenderers offer
[This is only an example and you can use your own templates if you wish.]
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Simplified tender dossier for services, supply and works
Simplified Supply Tender Submission Form
Annex 3
This template will be completed by the tenderer providing information on his/her
organisation. General expressions non specific to the organisation or the contract can
not be altered. Contracting Authority may alter the criteria or delete them altogether.
Ref: < as per letter of invitation to tender >
Contract title: < Contract title >
Place and Date
One signed tender submission form must be supplied for each Lot.
1
SUBMITTED by (i.e, the identity of the Tenderer)
Name(s) and address(es) of legal entity
2
CONTACT PERSON (for this tender)
Name
Organisation
Address
Telephone
Fax
e-mail
3
DECLARATION(S)
As part of their tender, the legal entity identified under point 1 of this form, must submit a signed
declaration using the attached format.
4. STATEMENT
I, the undersigned, being the authorised signatory of the above tenderer, hereby declare that we have
examined and accept without reserve or restriction the entire contents of the tender dossier for the
tender procedure referred to above. We recognise that our tender will 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 and that we may also be subject to exclusion from other tender procedures
and contracts funded by the EC.
Signed on behalf of the tenderer
Name
Signature
Date
24
Regional Development Programme in TR90 NUTS II Region
Simplified tender dossier for services, supply and works
FORMAT OF THE DECLARATION REFERRED TO IN POINT 3
OF THE TENDER SUBMISSION FORM
(To be submitted on the headed notepaper of the legal entity that is tendering)
<Date>
<Name and address of the Contracting Authority >
Your ref: < Date of invitation >
Dear Sir/Madam
TENDERER'S DECLARATION
In response to your letter of invitation to tender for the above contract, we <Name(s) of legal entity>
hereby declare that we:

are submitting this tender on an individual basis led by ourselves for this contract. We confirm
that we are not participating in any other tender for the same contract, whatever the form of the
application;

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 to contract procedures for EC external actions
(available
from
the
following
Internet
address:
http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/index
_en.htm

agree to abide by the ethics clauses in Section 2.4.11 of the Practical Guide to contract
procedures for EC external actions and, in particular, have no potential conflict of interests or
any relation with other short-listed candidates or other parties in the tender procedure at the time
of the submission of this tender;

and have only included data in the application form concerning the resources and experience of
our legal entity;

will inform the Contracting Authority immediately if there is any change in the above circumstances
at any stage during the tender procedure or during the implementation of the contract; and

fully recognise and accept that any inaccurate or incomplete information deliberately provided in
this tender may result in our exclusion from this and other contracts funded by the European
Communities.
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 into the exclusion situations listed
in section 2.3.3 of the Practical Guide to contract procedures for EC external actions. The date on the
evidence or documents provided will be no earlier than 180 days before the deadline for submission of
tenders and, in addition, we will provide a sworn statement that our situation has not altered in the
period which has elapsed since the evidence in question was drawn up.
We agree to provide supporting evidence, if requested, for your satisfaction of the selection criteria
including our financial and economic standing and the technical and professional capacity. The
supporting documents are defined in sections 2.4.12.1.3 ve 2.4.12.1.4 of the PRAG.
25
Regional Development Programme in TR90 NUTS II Region
Simplified tender dossier for services, supply and works
We are aware that the contract decision will be void if we can not provide the evidence documents
within 15 calender days of the notification of contract or provide incomplete or false information.
Yours faithfully
<Signature of authorised representative of the legal entity >
< Name and position of authorised representative of the legal entity >
26
Regional Development Programme in TR90 NUTS II Region
Simplified tender dossier for services, supply and works
Financial Identification Form
Annex 4
FINANCIAL IDENTIFICATION
ACCOUNT HOLDER
NAME
ADDRESS
TOWN/CITY
POSTCODE
VAT NUMBER
COUNTRY
CONTACT PERSON
TELEPHONE
FAX
E - MAIL
BANK
BANK NAME
BRANCH ADDRESS
TOWN/CITY
POSTCODE
COUNTRY
ACCOUNT NUMBER
IBAN
REMARKS :
BANK STAMP + SIGNATURE of BANK REPRESENTATIVE
DATE + SIGNATURE of ACCOUNT HOLDER :
(Both Obligatory)
(Obligatory)
27
Regional Development Programme in TR90 NUTS II Region
Simplified tender dossier for services, supply and works
Legal Entity File
Annex 5
LEGAL ENTITIES
http://europa.eu.int/comm/budget/execution/legal_entities_fr.htm
PRIVACY STATEMENT
PRIVATE COMPANIES
TYPE OF
COMPANY
NGO
YES
NO
(Non Gouvernemental Organisation)
NAME(S)
ABBREVIATION
ADDRESS OF
THE HEAD
OFFICE
POSTAL CODE
P.O. BOX
CITY
COUNTRY
VAT
PLACE OF REGISTRATION
DATE OF REGISTRATION
D
D
M
M
Y
Y
Y
Y
REGISTRATION NR
PHONE
FAX
E-MAIL
THIS "LEGAL ENTITY" FORM SHOULD BE FILLED IN AND RETURNED TOGETHER WITH:
* A COPY OF ANY OFFICIAL DOCUMENT (E.G. OFFICIAL GAZETTE, REGISTER OF
COMPANIES, ETC.) SHOWING THE CONTRACTOR'S NAME AND ADDRESS AND THE
REGISTRATION NUMBER GIVEN TO IT BY THE NATIONAL AUTHORITIES;
* A COPY OF THE VAT REGISTRATION DOCUMENT IF APPLICABLE AND IF THE VAT
NUMBER DOES NOT APPEAR ON THE OFFICIAL DOCUMENT REFERRED TO ABOVE.
DATE AND SIGNATURE
28
Regional Development Programme in TR90 NUTS II Region
Simplified tender dossier for services, supply and works
Annex 6
Financial Offer/Blank Price Breakdown
[SAMPLE]
UNIT COSTS WITH
DELIVERY [DDP]
INSTALLATION, AND
WARRANTY AT
DELIVERY PLACE
(EURO)
QUANTITY
PCs
Unit price
24
Notebook
Unit price
4
Colour Network Laser Printer
Unit price
4
Scanner
Unit price
4
Wireless ADSL Access Point
Unit price
4
ADSL Modem
Unit price
4
USB Flash Drive
Unit price
4
Lump Sum
8
DESCRIPTION OF ARTICLE
Training
TOTAL
EURO
TOTAL
NOTE: The financial offer must give prices for the supplies, incl. after-sales service (if requested
in tender), transportation and training (if any). Prices should be quoted DDP (Delivery Duty Paid)
without duties and VAT (KDV).
29
Regional Development Programme in TR90 NUTS II Region
Simplified tender dossier for services, supply and works
Annex 7
Simplified evaluation grid for supplies tender
(negotiated procedure without publication)
(Your Project Title)
Tender Nr.
Title:
Nr.
……………………………………..
……………………………………..
Name of the
bidder
Administrative
Evaluation
Cert.
Chamber of
Commerce
(yes/no)
Signature of
legal repres.
(yes/no)
Technical Evaluation
Origin
compliant
(yes/no)
Technical
specifications
compliant
(yes/no)
1
2
3
4
5
Date
Signatures of the Evaluation Committee:
30
Terms of
delivery
compliant
(yes/no)
Terms of
guarantee
compliant
(yes/no)
Financial Evaluation
Post
delivery
services
(yes/no)
Validity of
the offer
(yes/no)
Price
without VAT
(KDV)
Rank
Simplified tender dossier for services, supply and works
Simplified tender dossier Works
Negotiated Procedure: > €10.000 and < €50.000
The “Procurement Manual for Works”, developed under this grant scheme, foresees for the
procurement of works between €10.000 and €300.000 the use of the negotiated procedure without
publication. Within this procedure, for simple works – up to €50.000 - it may be more appropriate to
use a simplified tender dossier.
LETTER OF INVITATION TO TENDER
<Grant beneficiary’s headed notepaper>
INVITATION TO TENDER
Project Title and Contract Number :................................................................................
To:
[All the firms of your choice]
Contract Name:
Contract Number:
TR/0502.02/TEI/014]
[Construction, refurbishment of………]
[You give a progressive number
for
each
tender,
i.e.
Dear <Contact name>
INVITATION TO TENDER FOR < Contract title >, < Location >
I am pleased to inform you that your firm is invited to take part in the negotiated tender procedure for
the above contract. The complete tender dossier is attached as Annex 1 to his letter. This provides
you information on the following items to allow you to submit you a tender.
1. General Description
2. Technical Specifications
A- Civil
B- Mechanical
C- Electrical
3. Accessories
4. Tools or Other Required Items
5. Maintenance Requirements
6. Environmental Requirements
7. Labour Law
8. Law
9. Visibility Requirements
10. Origin of Goods and Supplies
11. Eligibility of the Tenderer
You must tender for the whole of the works required by the dossier. Tenders will not be accepted for
incomplete offers.
31
Simplified tender dossier for services, supply and works
With the technical and financial offers you should provide:
- a photocopy of the registration of your company
- a photocopy of your Tax number
Payments shall be made in EURO or TRY as an equivalent to the EURO calculated at the exchange
rate of the bank from which payments are made to the amount value of the works accomplished.
Further information can be obtained from:
[The person in charge in your project]
[Address]
Telephone:
Fax:
We look forward to receiving your offer, in one original and one copy at the address < specify
address> before < date & time of deadline >.
Your quotation should be valid for a period of 30 days from the date of your quotation submission.
If you decide not to submit a tender, we would be grateful if you could inform us in writing, indicating
the reasons for your decision.
Yours sincerely,
<Name>
32
Simplified tender dossier for services, supply and works
Annex 1
Simplified Technical Specifications for Works
TECHNICAL SPECİFİCATİONS
Project Name :
...............
Contracting Authority (Legal Name of Grant Beneficiary):
...............
1. General Description
a)
b)
c)
d)
e)
f)
Scope of the work
Office building is located at ………………
Description of the area to be renovated …………………………….
The gross area to be renovated is …….m 2
Information on renovation works (External and internal)
Payment conditions
2. Technical Specifications
A- Civil
a) Sills, Thresholds and Copings
b) Steel, Laminated, aluminium and PVC doors, windows and louvers
c) Flue works
d) Suspended ceilings
e) Partition walls
f) Floor covering
g) Heating insulation
h) Waterproofing
i) Painting
j) Balustrade
k) Stair covering
l) Levelling
m) Demolition work
n) Walls
o) Roofing
p) Building pavements
q) Shutters
r) Auto sliding door
s) Fire resistant door
t) Marble threshold
u) Door handle
v) Granite Works
w) Fence
x) Cubicle (Toilet Partition)
y) Pillar Covering
z) Ceramic Wall tiles
B- Mechanical
a) Sanitary Installations
b) Heating Installations
c) Piping Installations
d) HVAC Installations
33
Simplified tender dossier for services, supply and works
C- Electrical
a) Cabling infrastructure
b) Cabling
c) Lighting system
d) Grounding and lightning protection system
e) Power sockets/switches
f) Uninterruptible power supply
g) Data and telephone distribution system
h) CCTV Security system
i)
TV distribution system
3. Accessories and Attachment
The design documentation (drawings)
4. Tools or Other Required Items
a)
b)
c)
Work Plan and Programme
Quality Assurance System
Design Revisions
5. Maintenance Requirements
I.
The Contractor shall be responsible for making good any defect in, or damage to, any part
of the works which may appear or occur during the maintenance period and which arises
either from:
a) The use of defective plant or materials or faulty workmanship or design of the Contractor;
and/or
b) Any act or omission of the Contractor during the maintenance period;
c) In the course of an inspection made by, or on behalf of, the Contracting Authority.
II.
The Contractor shall at his own cost make good the defect or damage as soon as
practicable. The maintenance period for all items replaced or renewed shall recommence
from the date on which the replacement or renewal was made to the satisfaction of the
Supervisor. If the contract provides for partial acceptance, the maintenance period shall be
extended only for the part of the works affected by the replacement or renewal.
III. If any such defect appears or such damage occurs, during the maintenance period, the
Contracting Authority or the Supervisor shall notify the Contractor. If the Contractor fails to
remedy a defect or damage within the time limit stipulated in the notification, the Contracting
Authority may:
a. Carry out the works itself or employ someone else to carry them out at the
Contractor's risk and cost, in which case the costs incurred by the Contracting
Authority will be deducted from monies due to, or from guarantees held against, the
Contractor, or from both; or
b. Terminate the contract.
IV. If the defect or damage is such that the Contracting Authority has been deprived
substantially of the whole or a part of the benefit of the works, the
Contracting Authority shall, without prejudice to any other remedy, be entitled to recover all
sums paid in respect of the parts of the works concerned together with the cost of
dismantling such parts and clearing the site.
34
Simplified tender dossier for services, supply and works
V.
In emergencies, where the Contractor cannot be reached immediately or, having been
reached, is unable to take the measures required, the Contracting Authority or the
Supervisor may have the work carried out at the expense of the Contractor. The Contracting
Authority or the Supervisor shall as soon as practicable inform the Contractor of the action
taken.
VI. If any unplanned remedy or maintenance works should be required due to normal wear and
tear during the maintenance period it shall be deemed to be due to defective work, such
work shall be paid for from a provisional sum. Deterioration resulting from the circumstances
provided for from abnormal use shall be excluded from this obligation unless it reveals a
fault or defect justifying the request for repair.
VII. The maintenance obligations shall be stipulated in the Special Conditions and technical
specifications. If the duration of the maintenance period is not specified, it shall be 365 days.
The maintenance period shall commence on the date of provisional acceptance
VIII. After provisional acceptance the Contractor shall no longer be responsible for risks which
may affect the works and which result from causes not attributable to him. However, the
Contractor shall be responsible from the date of provisional acceptance for the soundness
of the construction, as laid down in the Special Conditions. The Contractor shall be
responsible in accordance with Turkish law.
6. Environmental Requirements
The construction works shall be carried out with a view to minimize the likely adverse impacts
on both the physical environment and the nearby settlement areas. The current environmental
regulations shall be obeyed by the Contractor.
During the construction activities the following mitigation measures shall be taken for the main
issues specified below. However, if required, these measures might be subject to revision/
modification.
No payment shall be made to the Contractor for the mitigation measures to be taken on site
since it is deemed to be included in the overheads of the Contractor.
Dust
To prevent the dust raised from the roads in the construction sites, the roads shall be sprinkled
with water during dry periods.
The material transporting trucks shall be covered with nylon blankets or with the material with
mesh size greater than 10 mm in accordance with the Regulation on Air Quality Control.
Noise
The noise levels specified in the Noise Control Regulation shall not be exceeded, and the
working hours shall be in accordance with the above stated regulation unless special
permission is obtained from the municipalities.
Protective equipment shall be provided for the workers in accordance with the Labour Law.
Waste water
For the collection of waste water from the construction sites, septic tanks shall be constructed in
sufficient capacity, and periodically evacuated.
The necessary precautions shall be taken to prevent the pollution of the nearby water courses
by the waste water resulting from construction activities.
35
Simplified tender dossier for services, supply and works
Traffic disruption
The designated traffic routes shall be used to prevent overloading of the existing roads, and
appropriate signs, such as "Danger", "Entrance Prohibited", etc. shall be placed.
7. Labour Law
Particular attention is drawn to the conditions concerning the employment of labour in Turkey
and the obligation to comply with all regulations, rules or instructions concerning the conditions
of employment of any class of employee.
8. Law
By submitting their tenders, tenderers are deemed to know all relevant laws, acts and
regulations of Turkey that may in any way affect or govern the operations and activities covered
by the tender and the resulting contract.
9. Visibility Requirements
Infrastructure-related projects co-funded by the EU and the Turkish Government must be
clearly identified as such by means of display panels describing the project. The number and
size of display panels must be commensurate with the scale of operation and must be clearly
visible so that those passing are able to read and understand the nature of the project. Display
panels must visibly carry the EU and DPT logos and the mention “This project is co-funded
by the European Union and the Government of Republic of Turkey, and DOKAP
Programme is implemented under the coordination of DPT”
10. Origin of Goods and Supplies
The tender is equally open to all legal and real persons from EU member states and countries
and regions covered by the Regulations on access to Community external assistance. All
supplies must originate from one of the following countries or territories: Member States of the
European Union and Accession Countries (Croatia, Macedonia, Turkey), MEDA Countries
(Algeria, Egypt, Gaza and the West Bank, Israel, Jordan, Lebanon, Malta, Morocco, Syria,
Tunisia, Turkey) and Member States of the European Economic Area (Iceland,
Liechtenstein, Norway).
11. Eligibility of the Tenderer
Your tender should include:
a photocopy of the registration of your company to the Chamber of Commerce (or
another official document showing the tenderer’s name and address and the
registration number given to it by the national authorities
a photocopy of your Tax number
36
Simplified tender dossier for services, supply and works
Bill of Quantities
This should be drawn up by the Contracting Authority
Example:
An example is shown below for your guidance. The column “Rate (EURO)” should be completed by
the company tendering for the works contract.
No
Item No
DESCRIPTION
1
DEMOLITION
Unit
Quantity
1
Specif. 20 Removing existing plaster (interior)
m2.
1500
2
Specif. 20 Removing existing plaster (exterior)
m2.
1000
3
Specif. 20 Removing existing walls and floors
m2.
2000
4
Specif. 20 Removing windows. doors & doors frame
no
193
2
EARTHWORK
5
14.012/1
Manual Excavation
m3
200
6
15.140/2
Manual Sand Laying (thickness=15cm)
m3
41
7
17,136
Hardcore (thickness=15 cm)
m3
41
m
74
m2
190
m2
395
3
8
18.460/1
4
9
18.466/3
10
19.050/3
INFRASTRUCTURAL WORK
150 mm diameter PVC pipe
INSULATION WORK
2 layers of bituminous membrane water
insulation.1st layer 3mm glass fiber, 2nd layer
polyester reinforced
Heat insulation on the roof slab 10 cm (fixing
wooden lathes and nails are included
Total
37
Rate
(EURO)
Simplified tender dossier for services, supply and works
Simplified Contract for Works < €50.000
Annex 2
<Grant beneficiary’s letterhead>
Contract for Works
[Contract Title]
[The name of Grant Beneficiary organisation] represented by Mrs./Mr. [the person authorised to sign a
contract] from now on called “The Contracting Authority”
of the one part,
and [the firm which has won the supply contract] represented by Mrs./Mr. [the legal representative of
the firm] from now on called “The Contractor”
of the other part,
have agreed on the conditions stipulated below.
Subject of the Contract: Works and installation of the equipment (if any) mentioned in Article 1 below
in conformity with technical specifications, (annexed to this contract) art. 1 a),and on the basis of the
prices of the Contractors quotation.
1. REQUESTED WORKS
Information of the technical requirements for the requested works and goods (if any) is contained in
Annex 1 -Technical Specifications
2. AMOUNT OF THE CONTRACT
The amount of the contract is fixed at ............... Euro/ TRY) and will be finalised based on the unit
prices and amount delivered at the conclusion of the contract.
3. TIME LIMIT AND PLACE OF DELIVERY
The time limit for the delivery of works and goods (if any) is set for .................(days, weeks or months)
from the date of the signature of this contract by both parties. The works will be delivered at
[destination].
4. PROVISIONAL ACCEPTANCE
Provisional Acceptance will be issued upon completion of all works requested and upon delivery,
installation, putting into operation, inspection, testing, of all the equipment to be supplied (if any) and if
required, training of operators.
5. MAINTENANCE PERIOD AND MAINTENANCE OBLIGATIONS
The deadline for the warranty period is set for (12) months from the issuance of provisional
acceptance certificate. The Contractor shall be responsible for making good any defect in, or damage
to any part of the works which may appear or occur during the maintenance period and which arises
either from:
a)
the use of defective plant or materials or faulty workmanship or design of the
Contractor; and/or
b)
any act or mission of the Contractor during the maintenance period;
c)
in the course of an inspection made by, or on behalf of, the Contracting Authority.
6. FINAL ACCEPTANCE
The final acceptance will be issued at the end of the maintenance period.
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Simplified tender dossier for services, supply and works
7. LIQUIDATED DAMAGES
In case of delay during the performance of contract within the period specified in the contract, the
contractor is subject to a penalty of (0.1%) of the contract price of per calendar day of delay.
However, the ceiling of these penalties is 10 % of the total amount of this contract.
In case the 10 percent ceiling is exceeded, the contracting authority reserves the right to terminate this
order/contract.
8. SCHEDULE OF PAYMENT
Payment for the contract value will be made 100% to the contractor’s account within 30 days from the
provisional acceptance.
9.
PAYMENT
Payments shall be authorized and made by the Contracting Authority in EURO or TRY as an
equivalent to the EURO calculated at the exchange rate of the bank from which payments are made to
the amount value of the works accomplished at the Contractor's request .
For the Contractor
For the Contracting Authority
Name:
Name:
Function:
Function:
Signature:
Signature:
Date:
Date:
39
Simplified tender dossier for services, supply and works
Simplified Works Tender Submission Form
Annex 3
This template will be completed by the tenderer providing information on his/her
organisation. General expressions non specific to the organisation or the contract cannot
be altered. Contracting Authority may alter the criteria or delete them altogether.
Ref: < as per letter of invitation to tender >
Contract title: < Contract title >
<Place and date>
One signed tender submission form must be supplied for each Lot.
SUBMITTED by (i.e, the identity of the Tenderer)
Name(s) and address(es) of legal entity
2
CONTACT PERSON (for this tender)
Name
Organisation
Address
Telephone
Fax
e-mail
3
DECLARATION(S)
As part of their tender, the legal entity identified under point 1 of this form, must submit a signed
declaration using the attached format.
4. STATEMENT
To be completed and signed by the tenderer(s)
I, the undersigned, being the authorised signatory of the above tenderer, hereby declare that we have
examined and accept without reserve or restriction the entire contents of the tender dossier for the
tender procedure referred to above. We recognise that our tender will 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 and that we may also be subject to exclusion from other tender procedures
and contracts funded by the EC.
Signed on behalf of the tenderer
Name
Signature
Date
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Simplified tender dossier for services, supply and works
FORMAT OF THE DECLARATION REFERRED TO IN POINT 3
OF THE TENDER SUBMISSION FORM
(To be submitted on the headed notepaper of the legal entity that is tendering)
<Date>
<Name and address of the Contracting Authority >
Your ref: < Date of invitation >
Dear Sir/Madam
TENDERER'S DECLARATION
In response to your letter of invitation to tender for the above contract, we <Name(s) of legal entity>
hereby declare that we:

are submitting this tender on an individual basis led by ourselves for this contract. We confirm
that we are not participating in any other tender for the same contract, whatever the form of the
application;

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 to contract procedures for EC external actions
(available
from
the
following
Internet
address:
http://ec.europa.eu/europeaid/work/procedures/implementation/practical_guide/index_en.htm

agree to abide by the ethics clauses in Section 2.4.11 of the Practical Guide to contract
procedures for EC external actions and, in particular, have no potential conflict of interests or
any relation with other short-listed candidates or other parties in the tender procedure at the time
of the submission of this tender;

and have only included data in the application form concerning the resources and experience of
our legal entity;

will inform the Contracting Authority immediately if there is any change in the above circumstances
at any stage during the tender procedure or during the implementation of the contract; and

fully recognise and accept that any inaccurate or incomplete information deliberately provided in
this tender may result in our exclusion from this and other contracts funded by the European
Communities.
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 into the exclusion situations listed
in section 2.3.3 of the Practical Guide to contract procedures for EC external actions. The date on the
evidence or documents provided will be no earlier than 180 days before the deadline for submission of
tenders and, in addition, we will provide a sworn statement that our situation has not altered in the
period which has elapsed since the evidence in question was drawn up.
We agree to provide supporting evidence, if requested, for your satisfaction of the selection criteria
including our financial and economic standing and the technical and professional capacity. The
supporting documents are defined in sections 2.4.12.1.3 ve 2.4.12.1.4 of the PRAG.
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Simplified tender dossier for services, supply and works
We are aware that the contract decision will be void if we cannot provide the evidence documents
within 15 calender days of the notification of contract or provide incomplete or false information.
Yours faithfully
<Signature of authorised representative of the legal entity >
< Name and position of authorised representative of the legal entity >
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Simplified tender dossier for services, supply and works
Financial Identification Form
Annex 4
FINANCIAL IDENTIFICATION
ACCOUNT HOLDER
NAME
ADDRESS
TOWN/CITY
POSTCODE
VAT NUMBER
COUNTRY
CONTACT PERSON
TELEPHONE
FAX
E - MAIL
BANK
BANK NAME
BRANCH ADDRESS
TOWN/CITY
POSTCODE
COUNTRY
ACCOUNT NUMBER
IBAN
REMARKS :
BANK STAMP + SIGNATURE of BANK REPRESENTATIVE
DATE + SIGNATURE of ACCOUNT HOLDER :
(Both Obligatory)
(Obligatory)
43
Simplified tender dossier for services, supply and works
Legal Entity File
Annex 5
LEGAL ENTITIES
http://europa.eu.int/comm/budget/execution/legal_entities_fr.htm
PRIVACY STATEMENT
PRIVATE COMPANIES
TYPE OF
COMPANY
NGO
YES
NO
(Non Gouvernemental Organisation)
NAME(S)
ABBREVIATION
ADDRESS OF
THE HEAD
OFFICE
POSTAL CODE
P.O. BOX
CITY
COUNTRY
VAT
PLACE OF REGISTRATION
DATE OF REGISTRATION
D
D
M
M
Y
Y
Y
Y
REGISTRATION NR
PHONE
FAX
E-MAIL
THIS "LEGAL ENTITY" FORM SHOULD BE FILLED IN AND RETURNED TOGETHER WITH:
* A COPY OF ANY OFFICIAL DOCUMENT (E.G. OFFICIAL GAZETTE, REGISTER OF
COMPANIES, ETC.) SHOWING THE CONTRACTOR'S NAME AND ADDRESS AND THE
REGISTRATION NUMBER GIVEN TO IT BY THE NATIONAL AUTHORITIES;
* A COPY OF THE VAT REGISTRATION DOCUMENT IF APPLICABLE AND IF THE VAT
NUMBER DOES NOT APPEAR ON THE OFFICIAL DOCUMENT REFERRED TO ABOVE.
DATE AND SIGNATURE
44
Simplified tender dossier for services, supply and works
Simplified evaluation grid for Works tender
Annex 6
(negotiated procedure without publication)
(Your Project Title)
Tender Nr.
Title:
Nr.
_____________________
______________________________________________
Name of the
bidder
Administrative
Evaluation
Cert.
Chamber of
Commerce
(yes/no)
Signature of
legal repres.
(yes/no)
Technical Evaluation
Origin
compliant
(yes/no)
Technical
specifications
compliant
(yes/no)
1
2
3
4
5
Date
Signatures of the Evaluation Committee:
45
BoQ
complete
(yes/no)
Completion
requirements
compliant
(yes/no)
Financial Evaluation
Validity of
the offer
(yes/no)
Price
without KDV
Rank
Simplified tender dossier for services, supply and works
STANDARD FORMS FOR THE EVALUATION
COMMITTEE
(COMMON FOR SERVICES, SUPPLIES AND
WORKS)
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Simplified tender dossier for services, supply and works
Nomination of an Evaluation Committee
(Title of your Project)
Nomination of Evaluation Committee
TENDER nr.
_____________
LAUNCHED ON:
_____(date)___
FOR:
(Contracting <works/supplies/services> for < the title of the tender >)
TYPE OF PROCEDURE: Simplified procedure
For the above mentioned tender the Evaluation Committee will be composed as follow:
Chairperson:
Mr./Mrs.___________________________________(non voting member)
First member:
Mr./Mrs.___________________________________(voting member)
Second member:
Mr./Mrs.___________________________________(voting member)
Third member:
Mr./Mrs.___________________________________(voting member)
Secretary:
Mr./Mrs.___________________________________(non voting member)
(If desired)
Invitation to participate as an observer was sent to (the PIU, the TAT, CFCU, other..)
Date:____________________
The Project Coordinator
_________________________
Signature
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Simplified tender dossier for services, supply and works
Declaration of impartiality and confidentiality
To be completed by all persons involved in an evaluation process (including members of the
Evaluation Committee, whether voting or not-voting and any observers)
Publication ref:____________________
I, the undersigned, hereby declare that I agree to participate in the evaluation of the above-mentioned tender
procedure. By making this declaration, I confirm that I have familiarised myself with the information
available to date concerning this [tender procedure / call for proposals]* including the provisions of the
Practical Guide to contract procedures for external actions relating to the evaluation process.
I shall execute my responsibilities impartially and objectively.
I hereby declare that I am independent 8 of all parties which stand to gain from the outcome of the evaluation
process9. To the best of my knowledge and belief, there are no facts or circumstances, past or present, or that
could arise in the foreseeable future, which might call into question my independence in the eyes of any party;
and, if I discover or should it become apparent during the course of the evaluation process that such a
relationship exists or has been established, I will declare it immediately and cease to participate in the
evaluation process. I declare that I have not been employed by any of the tenderer, their consortium members
or subcontractors within the previous 3 years. 10
I further declare that to the best of my knowledge, I am not in a situation that could cast doubt on my ability
to evaluate the tenderer(s).
I agree to hold in trust and confidence any information or documents ("confidential information") disclosed to
me or discovered by me or prepared by me in the course of or as a result of the evaluation and agree that it
shall be used only for the purposes of this evaluation and shall not be disclosed to any third party. I also agree
not to retain copies of any written information or prototypes supplied.
Confidential information shall not be disclosed to any employee or expert unless they agree to execute and be
bound by the terms of this Declaration.
Name
Signed
Date
8
Taking into consideration whether there exists any past or present relationship, direct or indirect, whether
financial, professional or of another kind.
9 ie, all [candidates/applicants/tenderers]* who are participating in the [tender/call for proposals]*, whether
individuals or members of a consortium, or any of the partners or subcontractors proposed by them.
10
if you cannot declare this, please indicate the name of the employer, the duration and your position
49
Simplified tender dossier for services, supply and works
Simplified Evaluation Report
(negotiated procedure without publication)
SIMPLIFIED EVALUATION REPORT
TENDER Nr. :
………………………………..
TENDER TITLE :
………………………………..
Procedure:
Value of the tender:
Negotiated Procedure without publication - < Works / Supplies >
………………………………..
For the above mentioned tender, the following firms were invited to tender:
Nr.
Name of the firm
1
2
3
4
5
The following firms presented offers that were delivered to us in duly time:
Nr.
Name of the firm
1
2
3
4
5
Town
Town
The Evaluation Committee examined all the offers using the “Simplified evaluation grid for < works /
supplies > tender” annexed to this document.
The following offers were disqualified for being not compliant with the requirements:
Nr.
Name of the firm
Reason <Examples>
1
<origin of the company not compliant>
2
<technical specification not compliant>
3
<document not signed>
4
<period for completion not compliant>
5
<BoQ not completed>
The final ranking of the tenders which were not excluded during the evaluation is as follows, in
order of the arithmetically corrected financial offers:
Nr.
Firm
Price offered
Consequently, the Evaluation Committee recommends that the contract is awarded as follows:
<Firm name> for a total value of____________________.
Signatures of the Evaluation Committee members:
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Simplified tender dossier for services, supply and works
Letter to unsuccessful tenderers (for service tenders)
< Letterhead of Contracting Authority >
< Contract title >, < Location >
< Date >
< Address of tenderer >
Our ref: < Publication reference > / < Letter number >
Dear < Contact name >
Thank you for participating in the above-mentioned tender procedure. I regret to inform
you, however, that the tender submitted by you was not successful for the following
reason:
[Delete rows not applicable]

your tender did not arrive before the deadline

your tender was not administratively compliant

The technical offer was not considered to meet the award criteria sufficiently closely (see
table below)

The financial offer exceeded the maximum budget available for the contract

your tender was not the most economically advantageous of those tenders which were
technically compliant (see table below)

< to be specified >
For your information, the Evaluation Committee recommended that the contract should be
awarded to <name of selected tenderer>. Your average scores awarded by the evaluators
according to the award criteria, as well as those for the selected tender, were as follows:
Org &
methodoly
Key
exp
1
Key
exp 2
Key
exp 3
…
Technic
al score
x 0.80
Financial
score x
0.20
Overall
score
Your
tender
Selected
tender
Although we have not been able to make use of your services on this occasion, I trust that
you will continue to take an active interest in our initiatives.
Yours sincerely
< Name >
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Simplified tender dossier for services, supply and works
Letter to unsuccessful tenderer (for supply tenders)
< Letterhead of Contracting Authority >
< Date >
< Address of tenderer >
Our ref: < Publication reference > / < Letter number >
Dear <Contact name>
< Contract title >, < Location >
Thank you for participating in the above-mentioned tender procedure. I regret to inform
you, however, that the tender submitted by you was not successful for the following
reason(s):
[Delete rows not applicable]

your tender did not arrive before the deadline

your tender was not properly sealed

the declarations required with your tender form for a supply contract were
altered or were missing

your tender included a firm whose nationality is not that of one of the EU
Member States or the countries and territories of the regions covered and/or
authorised by the Regulation or other specific instruments applicable to the
programme under which the contract is to be financed

no tender guarantee was provided with your tender

the proportion of sub-contracting foreseen in your tender exceeded the
maximum allowed in the tender dossier

your (consortium's) economic and financial standing was not considered to
satisfy criterion <a/b/…> specified in the tender dossier

your (consortium's) professional capacity was not considered to satisfy criterion
<a/b/…> specified in the tender dossier

your (consortium's) technical capacity was not considered to satisfy criterion
<a/b/…> specified in the tender dossier

your technical offer was not considered to respect the rules of origin specified in
the tender dossier

your technical offer was not considered compliant on the following aspects of
the technical specifications:

your financial offer exceeded the maximum budget available for the contract

your tender was not the least expensive of those tenders which were technically
compliant
For your information, the contract has been awarded to <name of successful tenderer> for
an amount of <amount euro/TRY>. Although we have not been able to make use of your
services on this occasion, I trust that you will continue to take an active interest in our
initiatives.
Yours sincerely
< Name >
52