CALL FOR QUOTATIONS Ref: ME/CFQ/BZC/01-01/14 SUPPLY, PRINTING AND DELIVERY OF BUSINESS CARDS FOR MALTA ENTERPRISE

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1 Malta Enterprise Gwardamangia Hill Pietà MEC 0001 MALTA T: E: CALL FOR QUOTATIONS Ref: ME/CFQ/BZC/01-01/14 SUPPLY, PRINTING AND DELIVERY OF BUSINESS CARDS FOR MALTA ENTERPRISE Date Published: 31 st January 2014 Closing Date: 12 th February 2014 at 1000hrs CET Free of Charge Page 1

2 1.0 Background Malta Enterprise (hereinafter referred to as the Contracting Authority ) is the national development agency responsible for promoting and facilitating international investment in the Maltese Islands by offering investors excellent business opportunities and tailored services. Malta Enterprise operates in various countries around the globe, with offices or representation in embassies and consulates in Europe, North Africa, the Middle East, Asia, the United States and Australia. The Corporation also coordinates initiatives to promote the Islands economic growth attractiveness. 2.0 Scope Malta Enterprise is issuing this Call for Quotations (CFQ) to identify bidders interested to perform the printing of business cards for the Malta Enterprise which would be required within tight deadlines. 3.0 Procedure 3.1 This Call for Quotations is being issued in accordance with the Public Procurement Regulations 2010 (L.N. 296 of 2010). 3.2 This Call for Quotations is being issued as an OPEN procedure and will be also regulated by the Procurement General Conditions, available on the Department of Contracts website ( 3.3 Malta Enterprise shall determine the award of the Call of Quotations on the basis of the lowest price compliant with specifications. 4.0 Timeframe Date Time Date of Publication of Call for Quotations 31 st January 2014 N/A Last Date on which clarifications are received 10 th February hrs Last Date on which clarifications are issued by 11 th February hrs Deadline for submission of quotations 12 th February hrs 5.0 Quotation Format 5.1 Bidders are to submit their quotation using the format defined in Appendix I of this Call for Quotations. 5.2 Bidders shall s u b m i t t h e i r d e t a i l s u s i n g t h e f o r m a t d e f i n e d i n A p p e n d i x I I o f t h i s R e q u e s t f o r Q u o t a t i o n s Page 2

3 5.3 Bidders shall also include a signed copy of the Bidder s Declaration in Appendix III of this Call for Quotations. 5.4 Full specifications of items being offered and illustrated literature are to accompany the quotation. All documents shall be in the English language. 5.5 Bidders shall ensure that their quotation complies in full to the indicated requirements. 5.6 Failure to supply all the documentation requested in this Call for Quotes shall automatically disqualify the submission. 6.0 Request for clarification 6.1 Bidders are urged to promptly notify Malta Enterprise of any ambiguity in or discrepancy between any of the documents of this Call for Quotations which may be discovered upon examination of the documents. 6.2 Bidders may submit any written requests for clarification concerning this Call For Quotations via to: tenders@maltaenterprise.com 6.3 Any clarifications from Malta Enterprise in response to any requests for clarification will be addressed and sent before the deadline stipulated in Section 4. No further clarifications will be provided after this date. 6.4 Bidders are advised that any interpretations, correction or changes to the Call for Quotations will be notified via the Malta Enterprise website ( It is the responsibility of the bidders to visit the website and be aware of the latest information published on the Malta Enterprise website prior to submitting the quotation. Interpretations, corrections or changes made in any other manner will not be valid, and prospective bidders shall not rely upon such interpretations, corrections and changes. 7.0 Submission of Quotations 7.1 Quotations shall satisfy the following conditions: (a) All quotations shall be submitted in one original, clearly marked original, and one identical copy (including all documentation as in the original) signed in the same way as the original and clearly marked copy. (b) Both documents are to be separately sealed and placed in another sealed envelope/package so that the bid can be identified as one tender submission. Following the Quotation opening session, the copy shall be kept, unopened, at the Malta Enterprise, for verification purposes only should the need arise. Page 3

4 (c) All quotations must be received by date and time indicated in the timetable as stipulated in Clause 4 of this Call for Quotations and deposited in the: Tender Box (Reception Area) Malta Enterprise Gwardamangia Hill, Pietà MEC 0001 Malta (d) All packages, as per (b) above, must bear only: (i) the above address; (ii) the reference code for this Call For Quotations: (ME/CFQ/BZC/01-01/14); (iii) the name of the tenderer. (e) Submissions s h a l l be hand-delivered or via courier. 7.2 Quotations submitted by other means shall not be considered for evaluation. 7.3 Late quotations will be rejected and shall not be considered for evaluation. No liability shall be accepted for rejection of late quotations. 7.4 Prices shall be quoted in Euro and shall be inclusive of duty, VAT, delivery and all other charges and taxes. 7.5 In submitting their quotation, bidders shall submit their best and final offer. Bidders are deemed to have taken account of all that is required for the submission, including its correctness and completeness and that they have included all charges in their rates and prices. 7.6 Quotations having any handwritten correction to the quoted rates and/or totals shall not be considered for evaluation. 7.7 Quotations shall comply with the requirements as stated in this Call for Quotations. 8.0 Validity of Quotation Price quoted shall remain valid u n t i l t h e a w ard ed f inancial offer is e x h au st ed. 9.0 Financial Offers/Public Procurement Regulations Threshold of a CFQ All inclusive prices shall be quoted in Euro and shall not exceed 5,999 ( excl. VAT) Cancellation of the Call for Quotations Procedure 10.1 Malta Enterprise reserves the right to cancel any published Call for Quotations prior to its closing date. Page 4

5 10.2 Bidders are advised that any cancellation to the Call for Quotations will be notified via the Malta Enterprise website ( It is the responsibility of the bidders to visit the website and be aware of the latest information published on the Malta Enterprise website prior to submitting the quotation Evaluation of Quotations 11.1 The Evaluation Committee s decisions are collective and its deliberations are held in closed session The Evaluation Committee ranks the bids based on cheapest and the Evaluation Committee evaluates the quotation for the first ranked bidder. This Call for Quotations shall be awarded on the cheapest offer for a quantity of 100 business cards, however, Malta Enterprise is not bound by the stated quantity. Please refer to Section In the interest of transparency and equal treatment and without being able to modify the submitted quotation, the bidder may be required, at the sole written request of Malta Enterprise to provide clarifications If the quotation submitted by the first ranked bidder complies with the requirements of the Call for Quotations, this bidder shall be recommended for the award of the contract In the case that the quotation submitted by the first ranked bidder does not meet the requirements set out in this Call for Quotations, the submission shall be deemed to have failed to qualify and the evaluation process shall be continued with the next best-ranked bidder, until a quotation is found to be in compliance with the requirements set out in this Call for Quotations or else the list is exhausted and no quotation is found to be in compliance with the requirements Malta Enterprise is not bound to accept any of the submitted quotations and reserves the right to refuse in part or in full any or all the submissions, even the most advantageous, without giving reasons to do so. The lowest-priced quotation submitted by the bidders shall not necessarily be an indicator of best value for money and may be refused Award 12.1 This call for Quotations shall be awarded on the cheapest offer for a quantity of 100 business cards, however, Malta Enterprise is not bound by the stated quantity. During the duration of the awarded contract, Malta Enterprise shall reserve the right to purchase any quantity of 100, 200 and/or 300 from the winning bidder at the rate indicated in the Financial Offer (Appendix I) Notification of the award shall be uploaded on the Malta Enterprise website. Page 5

6 12.3 Following the appeal period (if applicable), the recommended bidder will be expected to abide by the signed Bidder s Declaration. In this respect, Regulation 21 of the Public Procurement Regulations shall apply Technical Specifications 13.1 This Call for Quotations seeks offers for the supply of printing and delivery of business cards to Malta Enterprise as detailed hereunder: To be printed on: 350 gsm art satin board in full colour (CMYK 85: 19: 0: 0) and matt lamination on both sides. Size of cards: 85 x 55 mm. Printing requests shall be in multiple sets or in individual sets of: 100, 200 and/or 300. The artwork shall be provided by Malta Enterprise in pdf format with a 3mm bleed and crop marks. A snap shot of the required business cards may be referred to in the next page (Page 7) of this CFQ. Page 6

7 Minimum Requirements Interested parties are expected to provide a complete comprehensive response to this call for quotations. Hence, interested bidders shall clearly address the following requests: A profile of the bidder/s, including their respective business activities; Sufficient proof that the potential service provider, whether an individual or a corporate entity, is registered with the relevant competent authorities, such as the VAT Department and, consequently, capable of offering the requested services outlined in this request for proposals; Samples of business cards printed in colour and with matt lamination carried out by the prospective bidder. Price (all inclusive) for the supply of printing and delivery of business cards in packs of 100, 200 and/or 300 (in Appendix I). Completed Contact Form which is annexed to this document (Appendix II). Page 7

8 14.0 Compliance Specification Confirmation (Yes or No) Urgent requests to be delivered within same day delivery to Malta Enterprise Normal requests to be delivered within a maximum of 48 hours from request to Malta Enterprise Able to provide the requested specific colour (CMYK 85: 19: 0: 0) as per Section 13.1 (above) Able to keep up to the quality levels required at all times FULL NAME OF BIDDER: SIGNATURE: 15.0 Agreement The recommended Bidder will be expected to abide by the signed Declaration as per Appendix III. Page 8

9 APPENDIX I: FINANCIAL OFFER Item No Description Estimated Quantity Total in including: VAT, Duties, Other taxes/charges, Delivery and Discounts 1 Quantity of 100 Business Cards 2 Quantity of 200 Business Cards 3 Quantity of 300 Business Cards This call for quotes shall be awarded on the cheapest offer for a quantity of 100 business cards, however, Malta Enterprise is not bound by the stated quantity. During the duration of the awarded contract, Malta Enterprise shall reserve the right to purchase any quantity of 100/200/300 from the winning bidder at the rate indicated in this Financial Offer (Appendix I). Page 9

10 APPENDIX II: CONTACT FORM Full name of the bidder in Block Letters Address: Phone Number: *Company Registration No. Fax Number: VAT Registration No. Address: *If applicable Page 10

11 APPENDIX III: BIDDER S DECLARATION To be completed and signed by the bidder (including each partner in a consortium if applicable) and submitted with the quotation. I/We, the undersigned, hereby declare that: 01 I/We have examined and accept in full and in its entirety, the content of this Call for Quotations ME/ C F Q / B Z C / / 1 4 issued on the 31st January 2014 (including subsequent clarifications issued by Malta Enterprise). We hereby accept the contents thereto in their entirety, without reservation or restriction. We also understand that any disagreement, contradiction, alteration or deviation shall lead to our quotation offer not being considered any further. 02 I/We offer to execute, in accordance with the terms of the Call for Quotations and the conditions and time limits laid down, the supplies and/or services as set out in the Call for Quotations within the time-frames submitted in this Call for Quotations. 03 I/We declare that none of the grounds listed in Regulation 50 of the Public Procurement Regulations 2010 (L.N. 296 of 2010) apply to us. 04 I/We acknowledge that Malta Enterprise may request us to submit signed certification from the competent authorities that none of the criteria listed in Regulation 50 of the Public Procurement Regulations (L.N. 296 of 2010) apply to us and where applicable confirm the same for each member of the joint venture or consortium and/or subcontractor. We will be guided by the information published by the European Commission specifying the competent authorities within each Member States which can certify whether a bidder is in line with Regulation 50 and available through the following link I/We accept that I/we shall be excluded from the award of this Call for Quotations if the compliance certificates are not submitted upon the request by Malta Enterprise and by the indicated dates. 05 I/We will inform Malta Enterprise immediately if there is any change in the above circumstances at any stage during the delivery of the products and maintenance period. We also fully recognize and accept that any false, inaccurate or incomplete information deliberately provided in this application may result in our exclusion from this and other contracts funded by the Malta Enterprise. 06 I/We note that Malta Enterprise is not bound to proceed with this Call for Quotations and that it reserves the right to cancel or award any part of this Call for Quotations. It will incur no liability towards me/us should it do so. Page 11

12 07 I/We the undersigned, have availed myself/ourselves of the General Conditions for Supply Contracts which are available on the Department of Contracts website ( and have read and accepted in full and without reservation the conditions outlined therein, and are therefore waiving any standard terms and conditions which I/we may have. 08 I/We acknowledge and agree that the awarded Call For Quotes, including all relevant data, information, text, drawings, design and other applicable materials, will become the sole property of Malta Enterprise and may NOT be used and displayed publicly without limitation and without consideration being due to Malta Enterprise to me/us. NAME AND SURNAME ID/PASSPORT NUMBER SIGNATURE OF BIDDER DULY AUTHORISED TO SIGN ON BEHALF OF STAMP OF THE FIRM/COMPANY PLACE AND DATE Page 12