Documentation on Open RFQ
November 12, 2010
Purchasing documentation on
Open Request for Quotations for contract awarding to
provide vehicle spare parts to “K-Telecom” CJSC
in the year 2010
Yerevan
2010
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Documentation on Open RFQ
November 12, 2010
Contents
1. General Provisions ......................................................................................................... 3
1.1. General information on Request for Quotations......................................................... 3
1.2. Legal status of procedures and documents ............................................................... 3
1.3. Other provisions......................................................................................................... 4
2. Subject of RFQ ............................................................................................................... 5
2.1. The subject of RFQ is as follows: .............................................................................. 5
2.2. Additional requirements to the goods (if there are additional supplementary works
need to be done, or there are additional requirements, or compliance documents
are necessary) ........................................................................................................... 5
2.3. Payments Terms and Conditions ............................... Error! Bookmark not defined.
3. Order of execution of Request for Quotations ............................................................ 7
3.1. Preparation of Quotations .......................................................................................... 7
3.2. Requirements to Applicants. Approval of compliance with the presented
requirements .............................................................................................................. 8
3.3. Submission and acceptance of Quotations ................................................................ 8
3.4. Decision-making ........................................................................................................ 9
3.5. Agreement conclusion ............................................................................................... 9
3.6. Notification of Applicants about the results of Request for Quotations ...................... 9
4. Samples of standard forms of documents, included in the Annex .......................... 10
4.1. Letter about offer submission (Form 1) .................................................................... 10
4.2. Applicant’s Questionnaire (Form 2) ......................................................................... 12
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Documentation on Open RFQ
November 12, 2010
1. General Provisions
1.1. General information on Request for Quotations
1.1.1. “K-Telecom” CJSC (legal address: 4/1 Argishti str., Yerevan, Armenia),
(hereinafter referred to as the Organizer), with the public notification posted on its
website at www.mts.am/procurement on conducting Open Request for Quotations,
has invited legal entities specialized in supply and sales of vehicle spare parts
(hereinafter referred to as the Applicants) for submission of Quotations with the right
to conclude agreement on supply of vehicle spare parts with “K-Telecom” CJSC for
1 year period.
1.1.2. For further information, please apply to the Organizer
Contact person: Robert Dashyan
Purchasing Specialist
Administration Services Department
Purchasing Unit
“K-Telecom” CJSC (VivaCell-MTS)
4/1 Argishti Street
Yerevan 0015, Armenia
Tel.: +374 93 298568
Fax: +374 93 298541
E-mail: procurement@mts.am
1.1.3. No fee is foreseen for provision of RFQ Documentation.
1.2. Legal status of procedures and documents
1.2.1. The Open Request for Quotations (RFQ) is not a tender and the given
procedure of Open RFQ is also not considered as a public tender. It is a collection
of respective quotations available in the market, as a result of which the best offer
might be accepted. The process of the Request for Quotations is not regulated by
the Articles 463-465, 1043-1044 of RA Civil Code and Law “On Public Auctions”.
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Documentation on Open RFQ
November 12, 2010
1.3. Other provisions
1.3.1. The Applicants independently incur the expenses with regard to the
preparation and submission of the Quotation, whereas the Organizer is not
responsible for those expenses and has no obligations regardless of the course and
results of the purchasing process.
1.3.2. The Organizer reserves the right to reject the Quotation if he/she ascertains
that the Applicant expressly or by implication gave, agreed to give or offered the
Organizer’s employee reward in any form: job, service, any value as a stimulus that
can influence the decision-making to define the best offer.
1.3.3. The Organizer reserves the right to cancel the purchasing process on
conducting an Open RFQ at least 3 days prior to the closing date of this Open RFQ
(as specified in item 3.3.3.), respectively notifying about it the Applicants via posting
of this information on www.mts.am/procurement webpage. The Organizer bears no
responsibility for the expenses incurred by the Applicants or Third Parties as a
result of such cancellation.
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Documentation on Open RFQ
November 12, 2010
2. Subject of RFQ
2.1. The subject of RFQ is as follows:
Vehicle spare parts
The Applicant shall submit
-
Quotation as per the attached Annex 1 and Annex 2
-
Total Pricelist (as per the attached Annex 3) for other spare parts, which are not
included in the list of Annex 1 and Annex 2.
(The best proposal will be selected taking into consideration the Quotations as per
Annex 1, Annex 2 and Total Pricelist).

The Applicant should clearly present the applied discounts.

The Agreement with the selected vendor will be concluded for the one year,
with the renewal possibility.
2.2. Additional requirements
 Ensure the newness and quality of the vehicle spare-parts;
 To deliver the ordered spare-parts of the vehicles within reasonable terms;
 Replace the defective items revealed, as well as the incompliance of the ordered
vehicle spare parts within the reasonable terms and free of charge;
 If the tables of the Annex 1 and Annex 2 contain a spare part produced by
different manufacturers, under the same specification, then it is required to add
additional sub-line(s) in the tables to express the prices of the spare part, as well
as data related to the manufacturers in the column “Comments/Remarks”.
2.3. Commercial terms
2.3.1. The contract currency is Armenian Drams (AMD) of the Republic of Armenia;
2.3.2. The following payment term is proposed: within 10 (ten) banking days after
100% delivery of the goods, receipt of the Invoice and bilateral signing of the
Delivery-Acceptance Act, however, any payment term will be discussed and in case
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Documentation on Open RFQ
November 12, 2010
of equal conditions, the preference shall be given to the Applicant proposing the
best terms;
2.3.3. The Supplier shall provide the warranty period of at least two months for the
vehicle spare parts delivered.
Replace the defective items revealed within
reasonable terms and free of charge.
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Documentation on Open RFQ
November 12, 2010
3. Order of execution of Request for Quotations
3.1. Preparation of Quotations
3.1.1. General requirements to Quotation
The Applicant who wishes to respond to the RFQ must prepare a Quotation,
which shall include:
3.1.1.1. Letter about offer submission in the form and according to
instructions, stipulated in this Documentation (Form № 1 );
3.1.1.2. Price Quotation in accordance with instructions indicated in this
RFQ;
3.1.1.3. Documents,
which
prove
the
Applicant’s
compliance
with
requirements of this RFQ (sub-point 3.2.).
3.1.2. The Applicant shall submit all documents in hard copies. The Applicant shall
also submit electronic version of the Quotation to procurement@mts.am e-mail
address after the submission deadline if so requested.
3.1.3. The Applicant is entitled to submit only one Quotation. In case of violation of
this rule, all Quotations of this Applicant are rejected without consideration of their
merits.
3.1.4. If there are multiple lots, the Participant prepares an individual Quotation for
each lot applied. All Quotations shall be filled in according to this purchasing
Documentation and have to be placed in different envelopes and shall be sealed
with the stamp of the Applicant. The lot numbers have to be specified on the
envelopes. Afterwards the envelopes have to be inserted into the envelope of the
Applicant.
3.1.5. Each document, enclosed in Applicant’s Quotation, must be sealed with
Applicant’s seal and signed by the duly authorized person.
3.1.6. Documents (sheets or informational envelopes), included in Quotation,
should be fixed or packed in a way that would prevent documents or informational
envelopes from accidental loss or replacement.
3.1.7. Applicant shall provide one original Quotation in Armenian.
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November 12, 2010
3.2. Requirements to Applicants. Approval of compliance with the presented
requirements
3.2.1. Requirements to Applicants
3.2.1.1. Any legal entity has the right to submit Quotations in accordance
with the rules and procedures prescribed in this Documentation. In
order to qualify for the best offer and for the right to conclude
Agreement,
Applicant
should
comply
with
the
following
requirements at the moment of the Quotation submission in
compliance with this Documentation on Request for Quotations:
a) Work experience in the Armenian market not less than 2
year(s);
b) Organization should not be filed for bankruptcy, liquidation
or reorganization; its property should not be arrested;
3.2.1.2. Applicant should include in the Quotation Documentation the
copies of state and tax registration and certificates;
3.3. Submission and acceptance of Quotations
3.3.1. Prior to submission, the Quotation should be properly sealed in the
envelopes (packages, boxes, etc.). The following information should be indicated on
the envelop:
 ”K-Telecom” CJSC (legal address: 4/1 Argishti str., Yerevan, Armenia);
 Words: “Do not open before 17:00 o’clock (Yerevan time) 26/11/2010. It
can be opened only at the Tender Committee meeting”.
 Complete name of the RFQ or a lot for which the Quotation is submitted.
3.3.2. Applicants should provide the delivery of their Quotations to the Organizer’s
location: “K-Telecom” CJSC (legal address: 4/1 Argishti str., Yerevan, Armenia). In
case of sending the Quotation by courier mail, it is necessary to notify the courier
service representative or courier about this order of Quotation delivery.
3.3.3. Organizer stops accepting Quotations at 17:00 o’clock (Yerevan time)
26/11/2010. Quotations, received later than the term indicated above, will be
rejected by the Organizer without consideration of their essence.
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November 12, 2010
3.3.4. Organizer submits the reference to the person, who delivers the envelope,
about its receipt with indication of receipt time.
3.4. Decision-making
3.4.1. At the closed executive session the Tender Committee established for RFQ
processes makes a decision on conducting additional stages, or on determination of
the best offer (based on price criteria) and Agreement conclusion, or about closing
the given procedure of RFQ without determination of any best offer, if none of the
Applicants meets the requirements of this procedure and/or RA legislation.
3.5. Agreement conclusion
3.5.1. Agreement between Organizer and Applicant that provided best offer is
concluded within 30 days after the end of RFQ procedures and the execution of the
Protocol on its results, or within other time limits defined in RFQ or within the period
specified by the Organizer.
3.6. Notification of Applicants about the results of Request for Quotations
3.6.1. Organizer within five working days following the determination of the best
offer publishes the information about RFQ results on its website which indicates:
a) Title and address of the Applicant that provided the best offer;
b) Brief description of the subject, place, date and number of protocol of the
Tender Committee.
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Documentation on Open RFQ
November 12, 2010
4. Samples of standard forms of documents, included in the Annex
4.1. Letter about offer submission (Form 1)
4.1.1. Form of letter about offer submission
Beginning of form
«_____»_______________
№________________________
Dear Sirs!
Having studied the Notification on holding the Request for Quotations processes, which
has been announced on K-Telecom CJSC website at www.mts.am/procurement on
dd/mm/yyyy and Documentation on the Request for Quotations on vehicle spare parts
provision and accepting the requirements of Request for Quotations stipulated by them,
_______________________________________________________________________,
(Applicant’s full name with indication of organizational-legal form)
Registered at
_______________________________________________________________________,
(Applicant’s legal address)
___________________________is considered as _______________________________,
(Name of Applicant)
(Type of Tax, working with VAT or simplified tax)
Wishes to participate in the RFQ process with a Quotation to conclude an Agreement on
provision the following works, goods or services:
________________________________________________________________________
(Brief description)
This Quotation has legal status of offer and is valid until “____”__________________.
This Quotation is complimented with the following documents, including the integral
annexes:
1.
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Documentation on Open RFQ
November 12, 2010
on ____ sheets;
2. Documents, which prove Applicant’s
requirements - on____ sheets;
compliance
with
the
established
____________________________________
(Signature, stamp)
____________________________________
(Full name and position of the Signatory)
End of form
4.1.2. Instructions for filling in the form:
The letter should be executed on Applicant’s official letterhead form. The date and number
should be indicated by the Applicant in the letter in accordance with the rules of document
flow established in its organization.
Applicant should indicate its full title (with indication of organizational-legal form) and legal
address.
Applicant should indicate the cost on provision of the works, goods or services in
figures and words, in AMD, VAT inclusive, (The prices of implementation of works, delivery
of goods and provision of services shall be indicated in Annexes without taxes, except for
applicants working with simplified tax)
.
The letter should be signed and sealed according to requirements of sub-points 3.1.5.
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Documentation on Open RFQ
November 12, 2010
4.2. Applicant’s Questionnaire (Form 2)
4.2.1. Applicant’s Questionnaire form
Beginning of form
Attachment 1 to the letter about offer submission
dated “____”_____________ city, №__________
Questionnaire for Applicants
Applicant’s title and address _________________________________
№
1.
Title
2.
Certificate of registration in the Uniform
State Register of Legal Entities
(date and number, issued by)
3.
Applicant’s tax code
4.
Legal address
5.
Postal address
6.
Bank details (name and address of the
bank, number of the Applicant’s bank
account, bank telephones, other bank
details)
7.
Applicant’s phone numbers
(with the indication of the city code)
8.
Applicant’s fax number
(with the indication of the city code)
9.
Applicant’s e-mail address
10.
Full name of the Applicant’s head who is
entitled to sign pursuant to the Applicant’s
constituent document, with the indication
of the position and contact telephone
Applicant information
Applicant’s organizational-legal form and
business name
____________________________________
(Signature, stamp)
____________________________________
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Documentation on Open RFQ
November 12, 2010
(Full name, position of the signatory)
End of form
4.2.2. Instructions for filling in the form:
Date and number of Quotation are indicated by the Applicant in accordance with the letter
about offer submission.
Applicant indicates its business name (including its organizational-legal form) and address.
Applicants must fill in the above mentioned table in all positions. In case of absence of any
data, indicate the word “none”.
In row 6 “Bank details…” are indicated the details, which will be used during Agreement
conclusion.
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