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Documentation on Open RFQ

December 19, 2011

Purchasing documentation on

Open Request for Quotations for Contract Awarding to Provide K-Telecom CJSC with IT Equipment

Yerevan2011

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December 19, 2011

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 Condition.................................................................................6

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.............................................................................................10

3.6. Notification of Applicants about the results of Request for Quotations....................10

4.Samples of standard forms of documents, included in the Annex..........................11

4.1. Letter about offer submission (Form 1)....................................................................11

4.2. Applicant’s Questionnaire (Form 2).........................................................................13

4.3. Applicant’s Work History Reference List (Form 3)...................................................15

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December 19, 2011

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 (hereinafter referred to as the Applicants) for submission of

Quotations with the right to conclude agreement on provision of IT equipment to “K-

Telecom” CJSC in quarter 1 of the year 2012.

1.1.2. For further information, please apply to the Organizer

Contact person: Armine Khachatryan

Procurement Senior Specialist

Administration Services Department

Purchasing Unit

“K-Telecom” CJSC (VivaCell-MTS)

4/1 Argishti Street

Yerevan 0015, Armenia

Tel.: +374 93 298564

Fax: +374 93 298541

E-mail: [email protected]

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 offers 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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http://www.mts.am/procurement


December 19, 2011

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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December 19, 2011

2. Subject of RFQ

2.1.The subject of RFQ is as follows:IT equipment (Lot 1-Lot 8)

Lot 1: HP EquipmentLot 2: D-Link & Other Equipments

Lot 3: APC Equipment

Lot 4: Asus Equipment

Lot 5: Cisco Equipment

Lot 6 : Mitsubishi, Policom, SING Equipments & SMART Board & its accessories

Lot 7: Ubiquity & Mikrotik Equipment

Lot 8: Intel Server

The Applicant shall submit

- Bid according to Lots (Lot1-Lot8) in compliance with the attached Annex 1.

- A separate bid should be presented for each Lot.

- General Pricelist (Annex2) for other goods not included in the list of the Annex

1(Lot1-Lot 8).

(The best offer will be determined taking into consideration the Quotations as per

Annex 1 and General Pricelist).

The Applicant should clearly present the applied discounts.

A contract will be concluded with the selected applicant.

2.2.Additional requirements The Applicant should clearly present the applied warranty support conditions.

Upon other equal conditions the preference will be given to the Applicant,

proposing the best warranty conditions.

Applicant is not responsible for installation.

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December 19, 2011

Only requested information should be filled in Annex 1(Lot1- Lot14) and only

according to the requested items.

2.3. Payments Terms and Condition Applicants registered in the RA shall present the quotations in AMD, without VAT,

Applicants registered outside of the RA shall present the prices in USD (DAT, Yerevan, Zvartnots),

The payment order is the following: 100% within 10 banking days after delivery,

submission of final invoice and signing of acceptance act.

The Applicant shall make all payments necessary for certification of devices supplied in

the frames of the present RFQ. The Applicant is also responsible for providing

technical information on the device and factory testing the performance cost of which

shall be indicated in the proposal.

Within the warranty period the selected organization is obliged to provide minimum 1

year warranty for goods deemed as subject of the present RFQ. The winning

organization is obliged to eliminate any faults or failures caused not by Client’s fault

free of charge within five day period after being informed by the Client.

Point of delivery of goods is the warehouse of the organizer. The present provision is

applicable for Applicants registered in the RA.

Validity period of the proposal shall be 60 calendar days.

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December 19, 2011

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.).

3.1.1.4. Applicant’s Work History Reference List - the list of companies and

contact persons that can provide information/reference (Form № 3).

3.1.2. The Applicant shall submit all documents in hard copies. The Applicant shall

also submit electronic version of the Quotation to [email protected] 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.

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December 19, 2011

3.1.7. Applicant shall provide one original Quotation in Armenian and/or English.

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 relevant market not less than 3 year(s);b)Ability to implement cargo handling activities (including, using special machinery);c) 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 envelope:

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December 19, 2011

“K-Telecom” CJSC

4/1 Argishti str., Yerevan, Armenia

Original/Copy of the Quotation

Do not open before 17:00 o’clock (Yerevan time) 20/01/2012. It can be opened only at the Purchasing Committee meeting.

__________________________________________________________________________

(Complete name of the RFP, which the Quotation is submitted)

__________________________________________________________________________

(Number or Complete name of the Lot, which the Quotation is submitted)

______________________________________

______________________________________

(Full business name of the Applicant and its mail address)

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)

20/01/2012. Quotations, received later than the term indicated above, will be

rejected by the Organizer without consideration of their essence.

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.

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December 19, 2011

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 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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December 19, 2011

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

B e g i n n i n g o f f o r m

«_____»_______________№________________________

Dear Sirs!

Having studied the Notification on holding the Request for Quotations processes, which has been published on K-Telecom CJSC website at www.mts.am/procurement on dd/mm/yyyy and Documentation on the Request for Quotations on (Subject of RFQ)___________, and accepting the requirements of the Request for Quotations ls 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 other 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 at least 3 months from the date of its submission.

This Quotation is complimented with the following documents, including the integral annexes:

1. on ____ sheets;2. Documents, which prove Applicant’s compliance with the established

requirements - on____ sheets;

____________________________________(Signature, stamp)

____________________________________(Full name and position of the Signatory)

E n d o f f o r m

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December 19, 2011

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 and/or US dollars, 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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December 19, 2011

4.2. Applicant’s Questionnaire (Form 2)

4.2.1. Applicant’s Questionnaire form


Attachment 1 to the letter about offer submissiondated “____”_____________ city, №__________

Questionnaire for Applicants

Applicant’s title and address _________________________________

№ Title Applicant information1. Applicant’s organizational-legal form and

business name 2. Certificate of registration in the Uniform

State Register of Legal Entities(date and number, issued by)

3. Applicant’s tax code4. Legal address5. Postal address6. 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

____________________________________(Signature, stamp)

____________________________________(Full name, position of the signatory)

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http://www.multitran.ru/c/m.exe?t=3880901_1_2

http://www.multitran.ru/c/m.exe?t=3880901_1_2


December 19, 2011

E n d o f f o r m

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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December 19, 2011

4.3. Applicant’s Work History Reference List (Form 3)

Applicant’s Work History Reference List


Attachment 2 to the letter about offer submissiondated “____”_____________ city, №__________

Reference List

Applicant’s title and address _________________________________

Work History Reference Table

N Company Name

Project Name/Type

Project Start Date

Project End Date

Contact Person Name

& Phone Number

1 2 3 4 5 6 7 8 9

____________________________________(Signature, stamp)

____________________________________(Full name, position of the signatory)

E n d o f f o r m

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