TENDERING PROCEDURE
IT-3981/EN
DISMANTLING, REFURBISHMENT,
REPLACEMENT AND SUPPLY OF
ELECTRICAL OVERHEAD TRAVELLING
(EOT) CRANES OVER 10 TONS
09 January 2014
Floris Bonthond
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CONTACT FOR INFORMATION
Floris Bonthond
Tel: +41 22 767 31 43
E-mail: [email protected]
09 January 2014
Floris Bonthond
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DOCUMENTATION
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Tender Form and Unit Price List
Technical Specification and its annexes
Selection and Adjudication Criteria for Supply Contracts
General Conditions for Invitations to Tender CERN/FC/5312-I
General Conditions of CERN Contracts CERN/FC/5312-II
Working on the CERN Site
(Please refer to email received for more info and URL)
09 January 2014
Floris Bonthond
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TENDERING PROCEDURE
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Bids to be uploaded (1) on the CERN e-tendering application at
the following https://cds.cern.ch/record/1634121 not
later than: 07 March 2014 – 4:00 pm (expressed in
Europe/Zurich time zone - Please take into account the
uploading time)
Bid evaluation
Contract negotiation and notification
Start of contract
(1) Unless explicitly stated otherwise by CERN, bids shall, in no event, be sent by post, email or fax. CERN will only accept bids that have been submitted via its e-tendering
application
09 January 2014
Floris Bonthond
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BASIS OF AWARD
Adjudication basis:
The contract shall be awarded on a
« lowest technically compliant » basis
to the bidder whose bid complies with all the technical, financial
and delivery requirements and is the lowest*
* Subject to the Rules aiming at achieving a well balanced industrial return coefficient for
Member States (MS)
09 January 2014
Floris Bonthond
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Selection and adjudication criteria
Improve the distribution of our purchases among CERN
Member States
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Country of origin: In accordance with standards defined by EU i.e.
the country(ies) where the supplies (including their components and
sub-assemblies) are manufactured or undergo the last major
transformation by the contractor or his sub-contractors
The return coefficient of a Member State is defined as the ratio
between that Member State's percentage share of the value of all
Supply Contracts and that Member State's percentage contribution
to the CERN Budget over the same period
Well balanced Member States until March 2014: CH – CZ – FR –PT
The tender shall be treated as that from a poorly balanced (PB) MS
provided that the value of the supplies originating in one or more PB
MS is not less than 60% of the total amount of the contract
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Floris Bonthond
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The alignment rule (1)
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Lowest Bid from a PB MS  contract
Case 1
Bid
Case 2
Case 2a
Case 2b
Case 2c
Bid [CHF]
Bid
Bid
Bid
Bid
Contract
Well Balanced
MS
1
09 January 2014
Floris Bonthond
Poorly Balanced
MS
2
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The alignment rule (2)
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Lowest Bid from a WB MS
negotiations if difference < 20%
Bid
Case 2
Case 2a
Case 2b
Case 2c
Bid [CHF]
Case 1
Bid
Bid
< 20%
Bid
Bid
Contract
Well Balanced
MS
1
09 January 2014
Floris Bonthond
Poorly Balanced
MS
2
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The alignment rule (3)
• Case 2a: 1st bidder from PB MS aligns  contract
Case 1
Bid
Case 2a
Case 2b
Case 2c
Bid [CHF]
Case 2
Bid
Bid
< 20%
Bid
Bid
Contract
Well Balanced
MS
1
09 January 2014
Floris Bonthond
Poorly Balanced
MS
2
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The alignment rule (4)
• Case 2b, if not  2nd lowest bidder from PB MS aligns
 contract
Case 1
Bid
Case 2a
Case 2b
Case 2c
Bid [CHF]
Case 2
Bid
< 20%
Bid
Bid
Bid
Contract
Well Balanced
MS
1
09 January 2014
Floris Bonthond
Poorly Balanced
MS
2
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The alignment rule (5)
• Case 2c, if not alignment  contract placed with the
lowest bidder from WB MS
Case 1
Case 2
Case 2a
Case 2b
Case 2c
Bid [CHF]
Bid
Bid
Bid
< 20%
Bid
Bid
Contract
Well Balanced
MS
1
09 January 2014
Floris Bonthond
Poorly Balanced
MS
2
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PRICE BASIS
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All prices shall be quoted either in CHF or the national
currency of the bidder or the currency in which the bidder has
major expenses (to be indicated in the Tender Form), not
subject to revision until 1 January 2017)
They shall take into account CERN’s exoneration from VAT
and import duties
The adjudication shall be based on the Free Carrier (FCA)
Incoterms 2010 conditions
09 January 2014
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TENDER FORM
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Please fill in all the positions of the UPL and of table 1 of Art. 3
of the Tender Form and make sure that all that is requested is
included in the given prices
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Please make sure that all the documents that are requested in
section 15 of the Tender Form (Documents to be attached to
the bid) are included. CERN reserves the right to disqualify
any bidder who does not supply all the requested documents
09 January 2014
Floris Bonthond
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VAT
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VAT shall be subject to the rules and invoicing
instructions as defined under the following links:
http://cern.ch/doc/vat.html
09 January 2014
OR http://cern.ch/doc/tva.html
Floris Bonthond
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PAYMENT CONDITIONS
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The payment of any invoice shall be subject to the provision by the
contractor of a bank guarantee issued by a bank approved by CERN
(rating of BBB+ at least with proof of rating) at the start of the
contract:
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•
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10% of total estimated amount of contract and valid until expiry of warranty
period, i.e, two years after acceptance of last batch of supply delivered under the
contract
See template in annex 1 of our General Conditions
Payments:
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10% of the total amount of the release order after acknowledgement
20% of the total amount of the release order following approval of the Design
report by CERN
30% of the total amount of the release order following successful factory
acceptance tests and supply of the test report
40% of the total amount of the release order following successful acceptance
tests of the supply and completion of training
09 January 2014
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DESIGN STUDY
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The contractor shall submit to CERN the Detailed design documents for approval as specified in
sections 4.3, 5.1 and 5.5.3 of the technical specification
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CERN shall carry out a detailed verification of the proposed design and give its approval or refusal
in writing within two weeks. In case the study is refused by CERN, the contractor shall forthwith
and at his own expense take such remedial measures as may be required to submit a satisfactory
study within two weeks of CERN’s request
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If the contractor fails to take the requested remedial actions according to CERN’s request, CERN
may terminate the contract in whole or in part with immediate effect in accordance with Articles 28
and 30 of the General Conditions of CERN Contracts
In any case, component ordering and equipment manufacture shall not start without CERN’s
written prior approval of the design study
Factory acceptance test and Final acceptance also subject to the same constraints
09 January 2014
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SPECIFIC COMMERCIAL ISSUES
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DELIVERY SCHEDULE: Art. 5.1 of Technical Specification and Art. 8 of Tender Form
PENALTIES: Art. 9 – Tender Form:
• 1% of the amount of the release order concerned (cumulative total penalty limited to 5 %) for
each complete week of delay of the contractual delivery date stipulated for each milestone
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WARRANTY: two years (Art. 25 of General Conditions of CERN Contracts)
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COMBINATION OF FIRMS: combined competence and experience shall cover all the specified
technical domains of this Invitation to Tender
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SUBCONTRACTING is permitted but limited to 30% of the amount of the bid
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ALTERNATIVE PROPOSALS: (Art. 14 of General Conditions for IT): alternatives can be proposed
but they shall always be in addition to the conforming bid
09 January 2014
Floris Bonthond
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CLARIFICATION PROCESS
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All requests for clarification shall exclusively be addressed by
email to Floris Bonthond
CERN will answer all the requests for clarification received
earlier than 7 calendar days prior to the deadline for the
submission of the bids (07.03.2014)
CERN’s answers will be sent to all bidders, including the
requests for clarification but without identifying the sources
Bidders shall acknowledge receipt of the Q&A document and
acknowledge in its bid cover letter each individual CERN
clarification correspondence received
09 January 2014
Floris Bonthond
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THANK YOU
FOR YOUR ATTENTION
09 January 2014
Floris Bonthond
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