STANDARD TENDER DOCUMENT FOR THE CONTRACTS ON PUBLIC PROCUREMENT OF SERVICES PUBLIC PROCUREMENT OF SERVICES THROUGH OPEN PROCEDURE

Transcription

1 Anex I STANDARD TENDER DOCUMENT FOR THE CONTRACTS ON PUBLIC PROCUREMENT OF SERVICES PUBLIC PROCUREMENT OF SERVICES THROUGH OPEN PROCEDURE Departure Control System DCS services for a three year period

2 CONTENTS 1. INVITATION TO TENDER GENERAL INFORMATION ABOUT THE PROCEDURE INFORMATION ON CONTRACTING AUTHORITY SUBJECT OF PROCUREMENT INSTRUCTION FOR SUPPLIERS... 4 COMMUNICATION WITH SUPPLIERS... 4 PREPARATION OF TENDER... 5 CONFIDENTIALITY... 5 SUBMISSION OF TENDERS... 5 MODIFICATION OR WITHDRAWAL OF TENDERS... 6 PRICE CALCULATION... 6 PLACE, DATE AND TIME OF RECEIVING THE TENDERS... 6 PLACE, DATE AND TIME OF OPENING THE TENDERS... 6 TENDER VALIDITY PERIOD QUALIFICATION... 7 CONDITIONS FOR PARTICIPATION AND REQUIRED EVIDENCE EVALUATION OF TENDERS... 9 AWARD CRITERIA... 9 DOMESTIC PREFERENCES BAN ON NEGOTIATIONS ABNORMALLY LOW TENDERS CORRECTION OF ERRORS AND OMISSIONS INFORMATION ON PROTECTION OF SUPPLIERS RIGHT SIGNING OF CONTRACT TERMS AND CONDITIONS OF THE CONTRACT GUARANTEE AND OTHER OBLIGATIONS OF SUPPLIERS INFORMATION ON TENDER DOCUMENTATION ANNEXES

3 1. INVITATION TO TENDER Reference number: 5839 By this invitation to tender published in the Official Gazette of BiH " no. 105 on you are invited to submit your tenders under the open procedure for provision of the following services: Departure Control System DCS services for a three year period To be qualified for the contract award, Suppliers must fulfill minimum requirements specified in the Articles of the Law on Public Procurement of BiH and described in details under Item 6 of Tender Documentation. Frame agreement will not be signed. All tenders must be accompanied by a tender guarantee/security amounting to 1% of its total value provided that it is not less than 2.000,00 KM and/or 1.000,00 EUR (two thousand KM and/or one thousand Euro). Tenders must be delivered to the following address: P.C. SARAJEVO" International Airport Ltd., Sarajevo, 36 Kurta Schorka St., Sarajevo, not later than at hrs. Tenders will be opened in the Airport Administrative Building, Room 054c on at hrs, in presence of the Suppliers who want to attend. NOTICE: Suppliers which download this document from the Contracting Authority s web-site, and which did not previously send a Request for Tender Document, are obliged to send a Notice on Tender Document Download at least 8 days before the day of bid opening. Otherwise, their bids will not be taken into consideration. Criteria for Contract Award The following criteria shall be applied to evaluate the tenders: Economically most favorable tender in terms of below stated criteria {in descending order) 1) Implementation time... 55% 2) Price... 45% The contract shall be awarded to the Supplier whose tender has been evaluated as the most favorable one. All Suppliers shall be informed not later than 7 (seven) days on the decision of the Contracting Authority on the outcome of the public procurement procedure. The contract award procedure shall be carried out in accordance with Law on Public Procurement of Bosnia and Herzegovina (hereinafter called: the Law). Any Supplier who has legitimate interest in awarding a public procurement contract and believes that the Contracting Authority, during the contract award procedure, has breached one or more provisions of the Law and/or its secondary legislation has the right to raise an objection against the procedure in the manner and within time limits set out in Article 51 of the Law. 2. GENERAL INFORMATION ABOUT THE PROCEDURE 2.1 Terms and words used in Tender Documentation have the following meaning: a. Authorized person(s) person(s) authorized by a Contracting Authority to act on its behalf and person(s) authorized by means of written Power of Attorney to act on behalf of a Supplier b. Contracting Authority - P.C. SARAJEVO International Airport Ltd., Sarajevo c. Law Law on Public Procurement of Bosnia and Herzegovina d. Procurement procedure - procedure conducted by Contracting Authority on the basis of this Tender Documentation e. Secondary Legislation secondary legislation issued on the basis of the Law: Instruction Manual on Implementation of the Public Procurement Law of BiH ( Official gazette of BiH 3/05), Instruction Manual on Preparation of Procurement Notice, on awarding the contract and on cancellation of procurement procedure ( Official gazette of BiH 17/05) and Instruction Manual on Keeping the Minutes on opening the tenders ( Official Gazette of BiH 17/05). 3

4 f. Supplier any economic entity which may be physical or legal person or any group of such persons who offers services on the market and who has submitted a tender in accordance with Tender Documentation g. TD this Tender Documentation. 2.2 The public procurement procedure shall be conducted in accordance with Law and secondary legislation issued on the basis of this Tender Documentation. 2.3 The Contract shall be awarded to the Supplier who submitted the best evaluated tender. 2.4 In accordance with Article 12 of the Law the Contracting Authority may terminate the procurement procedure due to one of the following reasons: a) no tenders were submitted within the specified time limit; b) none of received tenders is acceptable; c) all acceptable tenders contain prices which considerably exceed the budget of the Contracting Authority; d) the number of received acceptable tenders is less than 3 (three) and does not ensure genuine competition; e) the number of qualified suppliers is less than 3 (three) and does not ensure a genuine competition; f) for other demonstrable reasons beyond the control of the Contracting Authority and not predictable at the time of launching the contract award procedure. 3. INFORMATION ON CONTRACTING AUTHORITY Contracting Authority: P.C. SARAJEVO" International Airport Ltd., Sarajevo Address: 36 Kurta Schorka St. ID number: Bank account number: UniCredit Bank Telephone: Fax: direkcija@sarajevo-airport.ba Website: The person authorized to communicate on behalf of the Contracting Authority with Suppliers: For technical issues: Alan Bajić, abajic@sarajevo-airport.ba, Tel , Fax For commercial issues: Nenad Ćipović, ncipovic@sarajevo-airport.ba, Tel , Fax SUBJECT OF PROCUREMENT 4.1 Subject of the procurement is: Departure Control System DCS Services, including installation, integration, testing and commencing the system, as well as training for the use and maintenance of the system, and all in accordance with technical requirements and price forms. Contract duration: Three years. 4.2 Place for provision of services: SARAJEVO International Airport Ltd., Sarajevo. 4.3 Suppliers are not allowed to submit alternative tenders. One supplier is allowed to submit only one tender. If Supplier submits the basic and alternative tenders or more alternative tenders, he/she shall be rejected. 4

5 4.4 Suppliers are not allowed to make sub-contracting. The successful Supplier is not allowed, without prior agreement reached with the Contracting Authority, to sub-contract any part of contract not specified in his/her tender. Supplier to which contract has been awarded bears the full liability for the implementation of the contract. 5. INSTRUCTION FOR SUPPLIERS Communication with Suppliers 5.1 The entire communication and exchange of information (correspondence) between the Contracting Authority and Suppliers should be in writing, either by mail or handling it over personally to the address as stated in the Tender Documentation. 5.2 In particular, the communication and exchange of information shall take place by means of fax: , but under the obligation of sending it by mail prior to the deadline specified for submission of tender. Preparation of tender 5.3 Suppliers are obliged to prepare tenders in accordance with requirements/criteria defined in this Tender Documentation. Tenders not compliant with this Tender Documentation will be rejected as unacceptable. 5.4 Suppliers shall bear all the costs associated with the preparation and submission of their tenders. The Contracting Authority is not responsible or liable for such costs. 5.5 Tenders and all documents and correspondence related to tender exchanged between Supplier and Contracting Authority must be prepared in one of the official languages used in Bosnia and Herzegovina, or in English language. Supporting documents and printed literature furnished by a Supplier may be in another language, commonly used in international trade, provided that they are accompanied with an official translation of respective sections into the language the tender was prepared. 5.6 Tender should be typed or written in indelible link. All tender sheets must be firmly bounded together and pages numbered. All tender sheets, except unchanged printed literature, should be initialed or signed by the person(s) authorized to represent the Supplier. Any modifications in the tender must be readable and initialed by the authorized persons. In addition, in case the tenders are submitted by a group of suppliers, the tender must be accompanied with a Power of Attorney authorizing the stated persons to act on behalf of group of suppliers during the procurement procedure (Power of Attorney may include authorization to sign the contract). 5.7 The tender should include the following documents: a. Tender Submission Form filled in as described in Annex II of the Tender Documentation; b. Tender Price Form attached as Annex III to the Tender Documentation; c. Documents related to the subject of procurement compliant with the Procurement Notice and STD model; d. Statement confirming that the Supplier is responsible for his tender for 120 days from the day of opening the tenders. 5.8 Each Supplier may submit only one tender. The Suppliers are neither allowed to submit several alternative tenders nor several modalities for sub-criteria of the criteria of economically best evaluated tender. Confidentiality 5.9 Article 9 (a) of the Law states: "Confidential information included in any tender related to commercial, financial or technical information or business secrets or know-how of the Suppliers shall not be disclosed to any person not officially included in the procurement process." The Contracting Authority assumes that not all information submitted by the Suppliers shall be deemed confidential. Some information including commercial, financial or technical information and knowhow shall already be made public or shall, in the future, become public knowledge. The Contracting Authority requires the Suppliers to indicate, when submitting information to the Contracting Authority, which information should be considered confidential, on what grounds they 5

6 should be considered confidential and how long they should be considered confidential. Tender price shall, in no circumstance, be considered confidential. The Suppliers must list (in the form set out in Annex 4) the items of information which should be considered confidential. Submission of tenders 5.10 The Supplier shall submit the tender stamped or signed, sealed in one non-transparent envelope, with the name and address of the Supplier and with the following words written: "Tender for DCS do not open until at hrs". Modification or withdrawal of tenders 5.11 The Suppliers may modify or withdraw their tenders provided that modifications or withdrawal of tender is done before the expiry of the date specified for the submission of the tenders. The Contracting Authority must be informed in writing on modifications and on withdrawal of tender. Accordingly, the following should be written on the envelope containing statement of the Supplier: "MODIFICATION OF TENDER" or "WITHDRAWAL OF TENDER ". Price calculation 5.12 A Supplier should complete the Tender Submission Form and Price Form attached to this Tender Documentation for described services, price and value All prices should be quoted in KM, including all applicable indirect taxes. Exceptionally, if Tender Documentation allows quotation of prices in other currency, the quoted amount shall be converted into KM at the exchange rate fixed by the Central Bank of Bosnia and Herzegovina on the day of opening of tenders and shall be maintained at the same exchange rate until expiration of the tender validity A Supplier shall state, when quoting the prices, the total amount of the tender for all the services (with all taxes. Place, date and time of receiving the tenders 5.16 Tenders should be submitted to the following address: P.C. SARAJEVO" International Airport Ltd., Sarajevo, the Airport Registry Office, 36 Kurta Schorka St Deadline for submission of tenders expires on at (noon) hrs. Tenders submitted after expiry of this deadline will be returned to Supplier unopened. Place, date and time of opening of tenders 5.18 Public opening of tenders shall take place on at hrs, in the office of the Contracting Authority, address 36 Kurta Schorka St., in the Administrative Building, Room 054c. Suppliers or their representatives may be present at the opening of tenders. Information communicated during public opening of tenders shall be communicated to all Suppliers who submitted their tenders in due time. Guarantee for tender 5.19 To participate in the procurement procedure, the Suppliers should submit original guarantee (hereinafter called: tender guarantee) amounting to 1% of the tender value provided that such a guarantee shall not be less than 2.000,00 KM and/or 1.000,00 EUR (say: two thousand KM and/or one thousand Euro) 5.20 The tender guarantee/security must be submitted before the expiry of deadline specified for the submission of tenders. Non-compliance with tender security requirements shall result in rejection of tender The tender guarantee/security may be submitted in one of the following forms: a) unconditional bank guarantee collectable on the first call 6

7 5.22 The document mentioned under item a) should be valid throughout the whole period of tender validity. The circumstances of return and forfeiture of tender security/guarantee are defined by the secondary legislation. Tender validity period 5.23 Tenders must be valid for 120 day calculating from the public opening of tenders. Provided that the tender validity period has not expired, the Contracting Authority may request Suppliers in writing to extend the validity period of their tenders until a specified date. Suppliers may reject such a request without losing the right to reimbursement of the tender security/guarantee. Supplier who agrees to extend the tender validity period and notify the Contracting Authority accordingly in writing, shall extend the validity period of the tender and provide an extended tender security/guarantee. The tender must not be modified. If the Supplier fails to respond to the request made by the Contracting Authority given the extension of the tender validity period, or does not extend the validity period or fails to provide an extended tender security, the Supplier shall be deemed to have rejected the request of the Contracting Authority. In such a case the tender shall be rejected by the Contracting Authority. 6. QUALIFICATION Conditions for participation and required evidences 6.1 In accordance with Articles of the Law, Suppliers should meet the following conditions: a) their tenders may not be subject to rejection on the basis of Article 23 of the Law; b) to have a right to conduct their professional activity and/or to be registered in relevant professional or trade registers; c) their economic and financial standing should guarantee proper execution of the contract; d) their technical and professional ability should guarantee proper execution of the contract. 6.2 In accordance with Article 23 of the Law, the tender will be rejected if the Supplier: a) is bankrupt or is being wound up or has entered into an arrangement with creditors or has suspended or limited business activities or is in an analogous situation arising from a similar procedure under the relevant laws and regulations of BiH or its country of registration; b) is subject of proceedings for declaration of bankruptcy, for an order for forced liquidation or for an arrangement with creditors or for any other similar proceedings under the relevant laws and regulations of BiH or its country of registration; c) has been convicted by a court judgment of any offence regarding his/her professional conduct within 5 (five) years prior to date of submission of a tender; d) has been found guilty by a competent court of BiH for a serious professional misconduct within 5 (five) years prior to date of submission of a tender; e) has not fulfilled its obligations related to the payment of social security contributions in accordance with the relevant laws of BiH or its country of registration; f) has not fulfilled its obligations related to payment of taxes in accordance with relevant laws of BiH or its country of registration; g) has failed to submit or has submitted wrong information required under Articles 23 to 26 of the Law. Required evidences Suppliers shall submit the following evidence: a) Excerpt from Court Registry, or, if this is not possible, an equivalent document issued by the relevant court or administrative body in BiH or in Supplier s country of origin or country of destination, proving that he/she has not been under bankruptcy proceedings or liquidation or wound up by any arrangement with creditors or ceased or limited his/her business activities, or in any analogue 7

8 situation arising from a similar procedure under the laws and regulations in BiH or his/her country of registration; b) Excerpt from Court Registry, or, if this is not possible, an equivalent document issued by the relevant court or administrative body in BiH or in Supplier s country of origin or country of destination, proving that he/she has not been subject of proceedings for a declaration of bankruptcy, for an order for compulsory liquidation or for an arrangement with creditors or of any other similar proceedings in accordance with relevant laws and regulations in BiH or in country of his/her registration; c) Excerpt from Court Registry, or, if this is not possible, an equivalent document issued by the relevant court or administrative body in BiH or in Supplier s country of origin or country of destination, proving that he/she has not been convicted by a court judgment for any violation of law related to his/her business activities within 5 (five) years prior to date of submission of a tender; d) Certificate issued by a competent authority in BiH or in any other country proving that the Supplier has fulfilled all of his/her obligations concerning social insurance, pension-health insurance in accordance with relevant legal regulations in BiH or country of his/her registration; e) Certificate issued by a competent authority in BiH or in any other country proving that his/her has fulfilled all obligations related to payment of direct and indirect taxes in accordance with relevant legal regulations in BiH or his/her country of registration Documents and certificates specified under Item must not be older than 90 days counting from the moment of tender submission. Required evidences must be originals or certified copies. 6.3 Suppliers should attach to their tenders the proof of their registration in the relevant professional or trade registers in the country where they established their company or to provide a special statement or reference evidencing their right to professional conduct of specified activity. 6.4 Economic and financial standing: 1. Filled in, signed and stamped Tender Price Form, with all its sub-sections; 2. Statement on accepting payment on monthly basis within 30 days counting from the invoicing date for the previous month. 3. Statement on Tender validity of 120 days after the date of public opening of tenders 6.5 What concerns technical and professional standing/capacity, the Suppliers should meet the following minimum conditions: 1. Statement on system implementation time expressed in calendar days counting from the day of contract signature. System will be considered implemented only when all the required personnel is adequately trained and system is 100% functional, successfully passed testing and debugging phase, and is fully integrated with all SIA-developed applications and modules. The statement should be backed up by a Gantt chart (implementation schedule) in which the first day would be the day of contract signature and the last day would be the day of commencing of the fully operational system; 2. Reference list, proving that the Supplier provided DCS services for at least 10 airports with more than departing passengers p/a each in the last 3 years; 3. Statement on equipment compatibility, stating that the system is fully compatible with the equipment provided in Annex 5 Equipment List 4. Statement on technical requirements, stating that the system fulfills all of the requirements given in Annex 1 Technical requirements 6.6. The documents specified under items 6.2 and 6.3 may be submitted as originals or copies certified by the relevant institution. The documents specified under item 6.4, 6.5 must be submitted as originals or copies certified by relevant institution or Supplier in accordance with the requirements of the Tender Documentation. In case of serious concern given the authenticity of the documents or illegibility of copy, the Contracting Authority may request submission of documents in their original form In accordance with Article 27 of the Law, as well as other relevant legislation the Contracting Authority shall reject the tender provided that the Supplier, who submitted the tender, has given or intended to give to a current or a former employee of the Contracting Authority a gift in cash or in any other non-cash 8

9 form (in kind) as an attempt to influence any action or decision or the course of the public procurement procedure. The Contracting Authority shall inform in writing the Supplier and Public Procurement Agency about rejection of the tender and the reasons for rejection and shall make a note on it in the report on procurement procedure Candidates shall be informed about decisions and results of qualification process as soon as possible, but in any case within 7 (seven) days after decision. 7. EVALUATION OF TENDERS The contract shall be awarded to the Supplier who submitted the best evaluated compliant tender. Tenders non-compliant with the description of subject of public procurement shall be rejected. Award criteria 7.1 The most economically best tender The contract shall be awarded to the qualified Supplier who submitted the best evaluated compliant tender in accordance with criteria stated below. Tender shall be evaluated on the basis of the following criteria: 1) System implementation time...55 % 2) Price...45 % The contract shall be awarded to the Supplier who received the highest total number of points. Points shall be awarded in accordance with following formula: U = T + P Where: U is the total number of points T is thr number of points received by the Supplier for the implementation time P is the number of points received by the Supplier for the offered price 1. System Implementation Time Maximum number of points [55] shall be given to a Supplier who offered the shortest period of implementation (stated in calendar days). Other Suppliers shall accordingly receive less number of pints according to the following formula: Ts T = [55] Tt Where: T is a number of points given to a Supplier for offered implementation period Ts is the shortest offered time period in all qualified tenders. If value of Ts is less than 1 day, it will be considered that it equals 1 day for the purposes of this formula Tt is a time period offered in tender being evaluated. If value of Tt is less than 1 day, it will be considered that it equals 1 day for the purposes of this formula [55] number of points given to a Supplier who offered the shortest period of implementation 2. Price 9

10 Maximum number of points [45] shall be given to a Supplier who proposed the lowest gross price (including all indirect taxes). Other Suppliers shall receive accordingly lower number of points following the next formula: Pl P = [45] Pt Where: P is a number of points the Supplier received for the offered price Pl is the lowest price offered in the procurement procedure. If the value of Pl is less than 100 EUR, it will be considered that it equals 100 EUR for the purposes of this formula Pt is the price offered in tender being evaluated. If the value of Pt is less than 100 EUR, it will be considered that it equals 100 EUR for the purposes of this formula [45] maximum number of points given to the Supplier who offered the lowest price Domestic preferences 7.2 The Contracting Authority shall obligatorily apply domestic preferences (price preference treatment) as stated in the Article 37 of the Law and Secondary Legislation. 7.3 Price preference treatment shall only be applied for the purpose of comparison of tenders in accordance with Article 35 of the Law. 7.4 When calculating the prices of tenders for the purpose of comparison of tenders, the prices from domestic tenders shall be decreased by preference factor in accordance with Decision of the BiH Council of Ministers. 7.5 For the purpose of this provision, the domestic tenders are considered tenders submitted by physical or legal entities located in BiH, established in accordance with BiH Law and where at least 50% of labor force to be hired for the implementation of contract comes from BiH. Document to prove that at least 50% of labor force comes from BiH shall be a statement of the Supplier. Ban on negotiations 7.6 No negotiations shall be conducted with Suppliers concerning their tenders. However, the Contracting Authority may request the Suppliers to clarify their tenders in writing within specified time period without making any modifications in their tenders. Abnormally low tenders 7.7 If submitted tenders are abnormally low compared to services being subject of this tender, the Contracting Authority shall request the Supplier to justify the price offered. If Supplier fails to submit acceptable justification, the Contracting Authority shall be entitled to reject tender. 7.8 In order to get proper justification of an abnormally low price, the Contracting Authority shall request in writing the Supplier to provide detailed information on all relevant elements of his/her tender, including price and calculation elements. The Contracting Authority shall take into consideration the following explanations: a) cost-efficiency of the production process; b) offered technical solutions and/or extremely favorable conditions available to the Supplier for the provision of services; c) actual services offered by the Supplier; d) respect all the provisions related to the protection of work and working conditions in force at the site where the services will be provided. 10

11 Correction of errors and omissions 7.9 The Contracting Authority shall correct any error in his/her tender that is purely of arithmetic nature, if such an error is discovered during the tender evaluation process. The Contracting Authority shall promptly inform the Supplier on any correction proposed and may continue the procedure with corrected error, provided that the Supplier agreed within the period specified by the Contracting Authority. If the Supplier fails to approve such a proposed correction, the tender shall be rejected and tender security/guarantee, if any, shall be returned to the Supplier The Contracting Authority shall correct the errors in price calculation in the following cases: a) if there is a discrepancy between amounts expressed in figures and in words in such a case the amounts in words shall prevail, unless the amounts are related to an arithmetical error; b) if there is a discrepancy between the unit price and the total amount calculated on the basis of multiplying the unit price and quantity, the unit price shall prevail and the total amount should be corrected; c) if there is an error made in the total amount related to adding or deducting of sub-amounts, the subamount shall prevail when correcting the total amount. Amounts corrected in this way shall be binding for the Supplier. If the Supplier does not accept such amounts, his/her offer shall be rejected. 8. INFORMATION ON PROTECTION OF SUPPLIERS RIGHT 8.1 Any Supplier who has legitimate interest in public procurement contract and believes that the Contracting Authority, during the contract award procedure, has breached the provision of the Law and/or Secondary Legislation shall have the right to object the procedure in a way and time period defined in the Article 51 of the Law. 8.2 Objection shall be submitted to the Contracting Authority in writing within 5 (five) days calculating from the date the Supplier was aware or should have become aware of alleged breach of the Law and not later than 1 (one) year after the date of such alleged breach. 8.3 If the Contracting Authority fails to consider the objection within a time period defined in the Article 51, Item 4 of the Law, or rejects the objection, the Supplier may lodge an appeal/complaint in writing addressed to Office for Appeals within 5 (five) days calculating from the first working day after expiration of the term specified under Item 8.2 or if the Contracting Authority rejects such an appeal, then calculating from the day the Supplier who lodged the appeal was informed by the Contracting Authority. The Contracting Authority shall receive a copy of such an appeal at the same time when it was sent to the Office for Appeals. 9. SIGNING OF CONTRACT 9.1 The Contracting Authority shall inform the Supplier whose tender was selected about the date and place of signing the contract. Guarantee/security for satisfactory implementation of contract 9.2 The Contracting Authority shall request guarantee/security for the implementation of contract. The unconditional bank guarantee for satisfactory implementation of contract shall be submitted with the signed contract or before payment of any obligations under the contract. The Supplier must submit the unconditional bank guarantee issued by reputable bank, collectable at the first call, amounting to 10% of the contract value (including VAT) and with validity date starting from the date of contract signing until expiration of the contract period + 30 days. The Supplier takes all of Guarantee expenses, including the expenses of Guarantee acceptance. 9.3 Guarantee/security for satisfactory implementation of contract may be submitted in one of the following forms: - unconditional bank guarantee 11

12 9.4 Conditions for return or forfeiture of guarantee/security for the satisfactory implementation of contract: 1. if the Ordering Authority requires from Supplier to submit a written notice on any alleged violation of the contract, and the Supplier fails to do that; 2. if Supplier fails to correct the omission within reasonable time; 3. in case of violation of any contractual obligations. If no reasons occur to use the guarantee the Ordering Authority shall return the guarantee within the stated general terms for return of guarantee (5 days for bank guarantees). Terms and conditions of the contract 9.5 The Contracting Authority shall conclude the contract with the Supplier whose tender was selected as the best one. Guarantee and other obligations of the Supplier 9.6 The Suppliers are obliged to submit the guarantee for offered services, if requested by the Contracting Authority. The validity of the guarantee shall be stated in the tender. 10. INFORMATION ON TENDER DOCUMENTATION 10.1 Interested Suppliers may request clarification of Tender Documentation in writing from the Contracting Authority in due time and at latest 10 (ten) days prior deadline for submission of tenders The Contracting Authority shall prepare an answer in writing and maintain the genuine competitive basis of the contract awarding procedure, to be submitted to all Suppliers at latest 5 (five) days prior deadline for the submission of tenders. If it turns out that on the basis of the answer it is necessary to change the Tender Documentation, the Contracting Authority shall extend the deadline for the submission of tenders at least for 7 (seven) days The Contracting Authority may at any time change the Tender Documents provided that all changes are available to all interested Suppliers on the same day, and at least 5 (five) days prior to date defined as deadline for submission of tenders. Such a change shall make an integral part of the Tender Documentation. 11. ANNEXES The following annexes make an integral part of the Tender Documentation: Annex 1: Service Description / Technical Requirements Annex 2: Tender Submission Form Annex 3: Price Form Annex 4: List of confidential information Annex 5: Equipment List 12

13 Annex 1 SERVICE DESCRIPTION / TECHNICAL REQUIREMENTS Functionalities System Overview The core services must include, Passenger Check-in, Baggage Handling and Load Control. Architecture and Components The DCS components: 1. The mainframe operating systems TPF and MVS, including System Software, Middleware and DCS application. 2. Gateway Farm operated and maintained in the premises of the host application. 3. MTC (Mainframe Telecom Connection) established by the Communication Front End Processors (FEP). 4. Client software supported by the gateway software installed at the Client s site. TPF and MVS Systems The TPF system is the operating system used by online software components of DCS. The MVS system is the operating system used by offline components of DCS. DCS Functionalities DCS Definition DCS handles all information related to passenger processes focused to check-in. DCS includes comprehensive baggage handling functions enabled with Baggage reconciliation as well as highly automated comprehensive load control functionality. The highly automated DCS interface enables simultaneous activities in the Reservation and in the Departure Control system from opening of flights for check-in to closure of flights for departure. DCS Functionality Passenger Services The passenger services module offers a full range of passenger handling functions: Automatic creation of scheduled flights. Automatic read-in and processing of PNL/ADL. Easy Check-in, with simple Flight Number-name input and flexible Final check-in response. Check-in by ATB read-in and use as boarding pass. Check-in of electronic tickets. Self Service Check-in host functionality (requires respective hardware). Advanced Check-in (only in conjunction with axsres). Automatic in-house through check-in (OSTCI). Printing of ATB-type boarding passes (with flexible PECTAB download concept). Logo/Template downloading (for use on boarding pass). 13

14 Program downloading (for boarding pass printers). License plate bag tag printing with flexible PECTAB download concept. Handling of code share flights, with the facility to differentiate passenger names per marketing flight. Standby acceptance facility. Gate boarding control with manual input. Host functionality for automated gate reading, in conjunction with gate reading software. Baggage reconciliation. Baggage loading into container. Reading in and/or sending of BSM, BTM, BPM. Passenger seat plan for crew use. IATA standard passenger messages out: PAX Manifest (TPM), PAX Transfer Message (PTM), Industry Discount Message (IDM), and Passenger Service Message (PSM). Seat Occupied message (SOM) in/out. Post departure update to reservation systems by PFS or PRL. Frequent flyer number collection and automatic dispatch of FTL. MVT Messages in/out with automatic update of Flightinfo. PTM read-in and connection control (requires Flightinfo). Automatic Passenger Re-accommodation after aircraft change. Passenger Name Search through-out a station (airport). Collection and sending of API data. GUI Graphical User Interface for Check-in and Gate Control Ticket Fraud Prevention SITA Airfare Access for Excess Baggage TIMATIC Airline Package The following features must be included: Inventory- and seat map control. Automatic, time-initiated take-over of passengers names and editing of facts including shoot-through of names and facts of late bookings until flight closing in DCS. Handling of code share flight operation related to reservation (e.g. joint flights with blocked space agreements, joint flights with first come - first served principle and change of gauge flights). Fully automated post departure updates of the reservation system and the booking files (GOSH, NOSH, final figures). Check-in of electronic tickets with immediate update of Electronic Ticket database. IATCI (Inter Airline Through Check-in) IATCI (Inter Airline Through Check-in) is opened with currently more than 30 partner systems. IATCI connection(s) to other partner systems can be established by a separate project. The corresponding implementation costs vary depending on the system such a carrier is using. Web Check-In Web Check-in enables the passengers to perform check-in on the Internet via web browser. The Web Check-in process consists of 4 intuitive steps: Step 1: Passenger selection Step 2: Check-in 14

15 Step 3: Confirmation Step 4: Boarding pass Mobile Check-In It is based on the same technology as Web and CUSS check-in using the same web services Departure Control System host functionality. The application must be configurable to cover customer-specific requirements including logos, images, themes, text boxes, additional languages, barcode. The same functions are available as for Web Check-in: Passenger identification Check-In Confirmation API data capture Boarding pass dispatch CUSS Check-In The CUSS check-in process consists of 5 steps: 1. Airline and language selection: After having selected the airline, the passenger will have to select his language from the menu of available languages. 2. Passenger and flight selection for check-in: The passenger can retrieve his booking by entering the ETKT or PNR number or FQTV number on the virtual keyboard. This will search the passenger database. If the booking is not found, a second step allows to add flight number and date to search directly. After the booking has been retrieved, the passenger can check in himself and group members of the same PNR on local and onward flights. 3. Check-In Summary: From the check-in summary screen, the passenger may change his frequent flyer card number, display the seat map or change his assigned seat. These functions are available for all checked-in passengers on local and onward flights. 4. API data capture: For destinations where API (Advanced Passport Information) data is required, the CUSS application provides an additional screen which allows the passenger to enter the travel document and address data. The required data elements are retrieved for each passenger (including infants), only the mandatory elements according to the passenger s routing have to be entered. 5. Boarding pass and bag tag printing: The boarding pass can be printed on ATB and GPP printers according to the PECTAB defined by the customer. Baggage tags are printed according to CUSS standards. Load Control The load control functionality consists of a fully automated load planning, load distribution and load sheet facility, as well as automatic dispatching of LDM and CPM, plus reading-in in case of transit flights. Load control functions are offered as module with following functionality: Container/pallet load planning with cargo offer and container list for baggage. Automatic load distribution for containerized and non-containerized aircraft. Automatic read-in of LDM and CPM in case of transit flights. Automatic production of IATA standard load sheet with weight and balance options. 15

16 Automatic dispatch of LDM/CPM. Baggage Reconciliation in connection with DCS DCS includes a fully integrated Baggage Reconciliation and Tracking System (BRTS) with the following functionalities: Read-in and process IATA standard baggage messages (BTM, BSM, BPM). Sending of IATA-standard BSM and BPM messages. Registration of bag tag numbers by the print bag tag function, or by manual bag tag number edit. Baggage reconciliation function: read and match baggage with passengers checked-in via PC-type workstations or mobile, handheld units. Print container labels. Assign container labels to specific containers. Assign bag tag numbers to specific containers. Flight Information System Flight Information System showing detailed information on flight schedules, actual arrival and departure times, delay reasons, tarmac and gate positions and flight status (Boarding, Closed, etc). Flightinfomust be connected to DCS and is the basis for the transfer connection control facility: Scheduled arrival and departure data for the current day and the next four days. History data for the last two days. Actual movements on the entire network (movement messages are read-in automatically). Arrival and departure displays. Flightmessage Flightmessage is a modular system for storage and administration of Teletype messages and related services. It consists of three modules with the following functionalities: CORE Module Analyze and filter or store incoming teletype messages automatically or manually. Resend teletype messages from store to other teletype addresses or to or internet. Support function dependent alert mechanism. A history is available for each stored message. LOG Module Agent generated log statements are stored and managed. The Client can define log sections. Log statement summaries per flight are maintained. Log statements can be dispatched via teletype, or internet. WORKSHEET Module For incoming flight with flight header, LDM, CPM and transfer passenger/baggage info. For outgoing flight with flight header, loading instruction. The flight header always connects incoming and outgoing flights for the same aircraft. Standard Reports Data must be stored for min 18 months. Statistics and reports are based on the data stored. DCS provider must be able to deliver Report 4 (passenger check-in data report) and Report 5 (load control user input statistic). 16

17 DCS Interfaces EDIFACT Handler: This is used in connection with IATCI (Inter Airline Through Check-in) to send and receive messages in UN EDIFACT standard to and from other partner systems. Messaging: to send and receive IATA standard teletype messages. axsres: An interface between DCS and Reservation Systems exists with inventory and seat maps. Passenger names are taken over automatically including all types of facts and comments. Flight data creation in DCS (RCCA) checks for correct aircraft types, configuration, routing, timings. Check-in closed and flight departure indicators are set by DCS into axsres. Post departure updates are sent from DCS to axsres including GOSH, NOSH, UPGR, FQTV including updates of actual checked-in figures. Baggage Systems at various airports receive BSMs (Baggage Source Message) to be able to sort or reconcile the baggage. TIMATIC/Ticket Fraud Prevention/SITA Airfare Access: DCS includes the interface functionality to connect to TIMATIC/Ticket Fraud Prevention/SITA Airfare systems. Client Functionality The DCS client application is a software program installed on the Client s PC (Windows 98SE / Windows 2000/ Windows XP) controlling the various hardware components and peripheral devices, ensuring the correct message exchange to and from the host application. It supports the following device types: 2915 workstations document printer support ALC E window. GUI for PSS-DCS Check-In functions GUI for PSS-DCS Boarding Bar code reader support (bag reconciliation), baggage tag read-in in the Check-In GUI, 2D barcode read-in for Boarding GUI (S & M1 standard according IATA RP792 Release Oct 2006). Passport reader support (full API read in capabilities). FQTV card support. ATB reader/printer. Bag tag printer. Boarding gate reader support. Note: The detailed List of Supported Devices is available on request. DCS Client-application on client owned hardware equipment The DCS client-application is a software program installed in the client s PC workstation for message exchange with the host application DCS. DCS Client must be enabled for the following device types: 2915 Workstations Document Printer Support ALC-E window. Bar Code Reader Support (Bag Reconciliation). Passport reader support (full API read-in capabilities). FQTV card support. ATB Reader/Printer. Bag Tag Printer. Boarding Gate Reader Support. DCS Client-application on shared hardware equipment The following DCS software emulations must be available: 17

18 Emulation Program for SITA CUTE NT / NT plus / XP SITA CUTE: OPAT CUTE SR2 update 3 or higher. Emulation Programs for ARINC MUSE or imuse ARINC MUSE DCS Internet Client-Application The Internet client-application is a software program installed in the client s workstation controlling the various hardware components, ensuring the correct message exchange to and from the host application. It is used in combination with Internet connection to the host. DCS Gateway Farm The centralized flexible Gateway Farm infrastructure located at DCS provider Data Centre enables the Client to effectively connect from client workstations to the host systems of DCS(message switching and departure control systems) via TCP/IP. The DCS Gateway farm is based on Cheetah Gateway infrastructure and is enabled for multiple host connections, pooled address definition and pooled address group definition. The DCS Gateway Farm is deployed for response time monitoring, connection monitoring, session recording, message broadcasting and message tracing. MTC Mainframe Telecom Connection The Mainframe Telecom Connection (MTC) is defined as the physical port from the Front End Processors (FEP) to the DCS host environment (MVS/TPF),owner of DCS operates and maintains the MTC related hardware and software centrally located at the DCS data centre. Application Security DCSmust provide the following system security: Functionality to administrate user access rights and user profiles. Functionality to logon to the system (user id and password). Functionality to restrict functional access ( current departure station, set city ). Data access restriction to 3 rd party data. Database update restriction for Flight Data updates (RCCA). Database update restriction for engineering data updates (aircraft data, aircraft configuration data, aircraft versions, carrier data and Teletype address data). ATB / Bag tag PECTAB maintenance is restricted to certain workstations and user keys. Included Services DCS Application Services Application Services ensures the availability and operation of the software application DCSand its subsystems, providing the functionality described in this document Maintenance and/or provisioning access to a computer infrastructure (TPF & MVS host software, front end processors, server software, gateway software) to operate DCSand its subsystems. Maintenance of the database for DCSand its subsystems engineering data. Set-up and maintain AHM560 data and seat-plan data. The data update is processed 10 business days after reception of respective data from the Client. The following services should be included in Agreement: Operation and support of Cheetah Gateway farm: Hardware and Operation system of the variable number of servers at the DCS Data Centre. 2nd level technical support of all the software components. 18

19 Updates due to continued enhancements to the Client and the Internet Client. This includes new versions of the communication interface, new versions of the 2915 Emulator and the DCS GUI, as well as new versions of the current used printer drivers. Updates to the Client and the Internet Client needed because of up-date of the operating system. Updates to the Client for shared systems (CUTE, MUSE & CREWS; CUSE as of 2008) because of changes to the platform of the 3 mentioned shared systems providers. Updates to the Cheetah Gateway software due to required changes in the communication or data protocols supported by TPF. Rectification of reproducible errors and malfunctions to the DCS software. Shared Systems Services Dialogue with user representative and shared system Site Administrator to maintain the configuration of DCS connecting to the respective shared system. Set-up / configuration / administration of addresses / pools on Cheetah Gateway (continued support). Maintain the device type configuration and maintain the layout of consumables (ATB wallets and baggage tags) according to shared systems standards. Address generation on host for all defined types (CRT, ATB, BTP, BGR, DCP). Naming definition of document printer on host. Set up relation between workstation and printers on host. Coordination with helpdesk to define ticketing set-up. Provision of configuration sheets to Client representative and the Site Administrator. MTC Mainframe Telecom Connection Maintenance and generation of addresses. Maintenance and operation of Front End Processors hardware and/or software. Maintenance and building of tables in host systems for communication purposes. Maintenance and operation of MTC-related communication software on host systems. Maintenance and operation of the Communications Management Processors. Maintenance of the communication lines switch box. Mobile Check-in The Mobile check-in process consists of five major steps: 1. Passenger identification 2. Check-In 3. Confirmation 4. API data capture 5. Boarding pass dispatch Passenger Identification A passenger can identify himself and retrieve his booking by selecting the departure station, entering his PNR or ETKT number and optionally his name. During the booking retrieval, several configurable parameters are checked to define if a passenger may checkin using the mobile phone: Flight status Check-in time limit Destination restrictions (per destination airport, destination country, city pair or country pair) 19