2 BC Jan TABLE OF CONTENTS PAGE 1 GENERAL INFORMATION AUTHORISED USERS DATA ROOM SERVICES DATA ROOM LOCATION PROCEDURES RESPONSIBILITY...7 FORM #1: FORM #2: FORM #3: FORM #4: Access Request Form Confidentiality Agreement Form Review of documents Photocopy of documents
3 BC Jan GENERAL INFORMATION 1.1 The Gulf Cooperation Council Interconnection Authority (GCCIA), hereinafter the Employer, makes available to the Prequalified Tenderers, hereinafter the Authorised Users, a Data Room in its head office, to provide the interested parties with additional information necessary to the formulation of their proposal. The Data Room contains information duly classified by the Employer. 1.2 The Data Room is under the responsibility of the Employer. 1.3 Access and use of the Data Room will be coordinated by a Data Room Coordinator designated by the Employer. 1.4 The business hours of the Data Room will be from 7:30 am to 2:30 pm, from Saturday to Wednesday. Additional hours may be made available through prior arrangement with the Data Room Coordinator. 1.5 The Data Room is located in the Employer s head office. Access to the Authorised Users shall be restricted to the Data Room and any other room assigned by the Data Room Coordinator. 1.6 Under no circumstances will the documentation be removed from the Data Room. 1.7 The Data Room Coordinator will keep a Control Register of the photocopies of documents given to the Authorised Users. 1.8 The Data Room Coordinator will not provide copies of drawings or software. 1.9 Neither photo and filming equipment nor video recorder shall be admitted in the Data Room While in the Data Room, the Authorised Users will be allowed to receive and/or make local phone calls from the telephone line installed therein. No international phone call will be allowed.
4 BC Jan AUTHORISED USERS 2.1 To access the Data Room, Authorised Users shall request an access from the Employer as follows: Send to the Employer an Access Request Form (FORM #1) by fax or . This form shall include the name of the representatives who will be using the Data Room Submit to the Employer a Confidentiality Agreement Form (FORM #2) signed by each representative designated by the Authorised User, in order to access the Data Room. 2.2 Access and use of the Data Room will be granted only to the representatives identified in the Access Request Form. 2.3 For control purposes, the Data Room Coordinator will have an up-to-date list of the Authorised Users representatives, provided by the Employer. 2.4 The Employer will respond to the Authorised Users request within 48 hours from receiving the Access Request Form. 2.5 Only employees of the Authorised Users can be designated to access the Data Room. No more than two representatives per visit will be allowed to access the Data Room. 2.6 Access to the Authorised Users will only be valid for the date and time indicated by the Employer in his response under Clause The Authorised Users will be denied the use of the Data Room if their representatives don t comply with the rules.
5 BC Jan DATA ROOM SERVICES The services available to the Authorised Users will be: 3.1 Review of documents in the Data Room. To have access to this service, the Authorised Users shall fill in and submit to the Data Room Coordinator the Document Request Form (FORM #3). 3.2 Photocopy of documents. To have access to this service, the Authorised Users shall fill in and submit to the Data Room Coordinator the Photocopy Request Form (FORM #4). Any clarification that may be needed by the Authorised Users, following the review of documents in the Data Room, shall be requested as specified in the Instructions to Tenderers of the tender documents. The Data Room Coordinator will not answer any question intended to clarify the content of the tender documents or the reference documents.
6 BC Jan DATA ROOM LOCATION Data Room Location: GCC Interconnection Authority Head Office Al-Rashaid Towers (Petroleum Center) Building (A) 5th Floor Prince Sultan Street Al-Khobar, Saudi Arabia Data Room Coordinator: To be designated by the Employer
7 BC Jan PROCEDURES 5.1 Loan of Documents The Confidentiality Agreement Form (FORM #2) shall be filled in and signed by each representative of the Authorised Users The Authorised Users will hand to the Data Room Coordinator the list of documents they wish to review (FORM #3) The Authorised Users are fully responsible for the documents until these have been formally handed back to the Data Room Coordinator All the documents requested shall be formally returned by the Authorised Users once they have finalised their review and before they leave the Data Room. The Authorised Users shall be responsible for returning the documentation unaltered and without marks.. The Data Room Coordinator will verify that each document has been duly returned If any document is found incomplete or altered, the Authorised User will no longer have access to the Data Room, and will be immediately suspended from the tendering process. 5.2 Photocopy of Documents Photocopies of some documents, may be obtained by filling in and submitting the Photocopy Request Form (FORM #4) Photocopies may be provided for some of the documents, at the discretion of the Data Room Coordinator The Data Room Coordinator will process the Photocopy Request Forms and will advise the time when the photocopies will be available The Authorised Users may delegate another person, other than their appointed representatives, to pick up the requested photocopies, provided the Data Room Coordinator has been formally advised and Authorised User s delegation is presented at the time of pickup.
8 BC Jan RESPONSIBILITY The documents available in the Data Room have been gathered from various sources of information, namely from the local utilities. The Employer cannot be responsible nor liable for the exactitude of the information contained in the reference documents.
9 BC Jan ACCESS REQUEST FORM (FORM #1) Date: To: GCC Interconnection Authority (GCCIA) Ref: GCC Interconnection Project Phase I Attention: Gentlemen, Hereby, (name of the Authorised User) requests from the GCCIA access to the Data Room of the GCC Interconnection Project Phase I, from (starting date and time) to (ending date and time) for the following representatives: No. 1 2 Lot Number Representative s First Name Representative s Last Name Representative s Passport Number Representative s Signature The undersigned Authorised User has reviewed and fully understood the rules to access and use the Data Room. He is fully aware that access and use of the Data Room are conditional upon maintaining the confidentiality of the information reviewed and gathered, and complying with the established rules. Sincerely yours, [Signature of the Authorised User] [Signature of the appointed representative] [Name of the appointed representative] [Position of the appointed representative]
10 BC Jan CONFIDENTIALITY AGREEMENT FORM (FORM #2) Date: Hereby, the undersigned undertakes to: 1. Maintaining the confidentiality of the information reviewed and gathered in the Data Room. 2. Using the information reviewed and gathered in the Data Room for tendering purposes only. 3. Sharing the information reviewed and gathered in the Data Room only with the employees of the Authorised User involved in this tender. 4. Neither divulging nor disclosing the information reviewed and gathered in the Data Room to third parties. Signature of the appointed representative Name of the appointed representative Name of the Authorised User
11 BC Jan DOCUMENT REQUEST FORM (FORM #3) Application Date and Time: Applicant Name: No. Document Code Document Description Returned Data Room Coordinator Authorised User Delivery Date Return Date
12 BC Jan PHOTOCOPY FORM (FORM #4) Application Date and Time: Applicant Name: No. Document Code Document Description Photocopies Number Data Room Coordinator Authorised User Delivery Date Delivery Time
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