BANKA SOCIETE GENERALE ALBANIA

Transcription

1 BANKA SOCIETE GENERALE ALBANIA Request for Proposals (RFP) for: Purchase of PC, Workstations and Monitors Issued on November 13 th, 2013 Deadline for Response: November 28 th, :00 CET 1

2 1 Objective of the RFP BANKA SOCIETE GENERALE ALBANIA is inviting eligible Albanian companies to submit a proposal for: Purchase of PC; Workstations and Monitors. The objective of this RFP is to solicit offers from eligible firms for the purchase and delivery of required items as described in the specification section. As a result of this solicitation, BANKA SOCIETE GENERALE ALBANIA expects to award one fixed price contract per selected supplier. A fixed price contract is a contract for services that will result in concrete deliverables provided to and accepted by BANKA SOCIETE GENERALE ALBANIA. As the name implies, the price of the contract is fixed and it is not subject to any adjustment on the basis of the Subcontractor's cost experience in performing the work, thereby placing full responsibility for all costs and resulting profit or loss on the Subcontractor.!- Subcontracting will not be allowed during the realization of the contract. 2

3 2 General Information 2.1 Presentation of BANKA SOCIETE GENERALE ALBANIA Societe Generale Albania is part of one of the largest financial services groups in the Euro zone: Societe Generale Group. A key milestone for the bank was the acquisition of the majority of its shares by Société Générale Group in July Thus, the Albanian bank became a member of one of the most prominent banking groups in the world and is now contributing to the implementation of the SG Group s expansion plans in the region. Since then, Societe Generale Albania has increased its presence by expanding its branch network all over Albania and offering a wide range of local and international products and services to all client categories with the intention of establishing a dominant position as a universal bank. Societe Generale Albania has established a reputation as one of the leading banks in Albania through professionalism, quality of service, and team spirit, incorporating and displaying the standards of the Société Générale Group. 2.2 Contacts and communication This Request for proposal is piloted and coordinated by the General Resources Department of Banka Societe Generale Albania. The contact for any information during this process will be through on the following mention address and authorized discussions will be organized with each supplier if needed. As such, the contact for all information during the process is: Igli KASNECI General Resources Manager igli.kasneci@socgen.com Non-compliance with this condition can result in its disqualification. Any question regarding the content or technical requirements must be submitted, solely by electronic messaging, to: Procurement Unit procurement.al@socgen.com All participating suppliers will receive a copy of all questions relative to the invitation to tender process, the content of the specifications and their responses, which will be sent to the contact details indicated in the acknowledgment of receipt for the invitation to tender documents. (Appendix 1) Questions must be submitted before November 22 nd, at the very latest. Beyond that date, no response will be provided.

4 2.2 Return of the proposal 1/ Paper version: The paper version of each bidding supplier s proposal must include the following elements, to be sealed in a big envelope: 1. Copy of legal registration certificate (QKR Extract of the last three months); 2. Financial Proposal in hard copy signed and stamped (in a separate envelope); 3. Financial Proposal 1 in electronic copy (in CD or USB prepared in Excel Format); 4. Copy of the last two year s financial Balance Sheet (certified from the Tax Authorities); 5. References for previous similar service with detailed description of start / end dates, locations and contact numbers for references (as per our format Appendix II); 6. Document that proves the right to represent the HP Provider in the Framework Agreement. Important Note: Failure from the participants to provide the complete documentation required above, leads to application of penalties in the result of scoring points and/or disqualification from the Tender process. Your financial proposal must be prepared in hard copy and sealed in a separate envelope (inside the big envelope). The inside envelope, containing copy of your financial proposal, will bear the following indications: Name of the bidding service provider Name and reference number of the RFP Do not open before.. The outside envelope will bear the following indications: Banka Societe Generale Albania General Resources Department For the attention of: Mr. Igli Kasneci General Resources Manager (Name of the bidding service provider) We must receive the paper and/or electronic versions of the commercial proposals on or before November 28 th, :00 CET, at Bank s Protocol Office: Bul. Deshmoret e Kombit, Kullat Binjake,, Tirana. Proposals arriving after this deadline will not be taken into consideration. 1 In case of discrepancies between the hard copy and the electronic one, only the hard copy is considered. 4

5 2.3 Technical Specifications Banka Societe Generale Albania is part of Societe Generale Group and all proposals should be prepared in line with Global Agreement between Societe Generale and HP Delivery Terms: The supplier should confirms the availability to deliver the goods in three different lots (different periods as defined by Bank) Payment Terms: The Bank will perform payments after the delivery of each lot in the Bank s premises Technical Characteristics Workstation Quantity to be purchased: 6 pieces Z420 NDG SGCIB - Intel Xeon E M C CPU - 250GB 10K RPM SATA SFF 1st HDD - HP 8GB DDR ECC (4x2GB) RAM - Realtek ALC262 HD Audio - 16X DVD- ROM SATA 1st ODD - No Floppy Disk Kit - NVIDIA NVS MB GFX - 2 Display Port to DVI-D Adapters - TOWER Chassis (16.53cm x 44cm x 44.51cm) - HP USB Standard Keyboard - HP USB Optical Scroll Mouse - Windows 7 enterprise 64-bit - 3 years Next Business Day Intervention on Site PC Quantity to be purchased: 104 pieces HP Pro - SFF form - Intel Core i Processor - 250GB SATA 3.5 1st Hard Drive -4 GB DDR DIMM (2x2GB) RAM - DVD-ROM (JB) #1 - Integrated Intel HD graphic card - 4 x 3,0 USB ports; 6 x 2,0 USB ports; 2 x PS/2 ports, 1 VGA port; 1 Display Port ; 1 serial port ; 1 audio in and out; 1 RJ-45 ; 1 sortie casque ; 1 microphone - no parallel port - USB keyboard and mouse - Windows 7 enterprise 64-bit - 3 years Next Business Day Intervention on Site Monitor HP 19 Quantity to be purchased: 80 pieces LA1956x (19 ) Monitor HP 24 Quantity to be purchased: 20 pieces LA2405wg (24 ) 5

6 Delivery and warranty data required: The below table must be filled by the supplier and to be attached to the other required documents. No. Description Remarks Period 1 Delivery time Indicate the needed time for the delivery of the goods. 2 Warranty period Indicate the period covered by the warranty. 3 Warranty criteria Indicate any criteria that might apply during warranty period. Response time for Please indicate the number of days needed for response in 4 issues case of issues (D, D+1, D+2 ) 5 Restore time for defective parts Please indicate the number of days needed for restoring in case of defects (D, D+1, D+2 ) list of parts can be included if different restore time is applied for different parts. 2.4 Financial proposal The financial proposal of the bidder should be quoted in Albanian Leke, should include the price per item, including VAT and any other tax and will have to be valid for three months as of the date when the offer is received by the Banka Societe Generale Albania. The financial proposal delivered to us should have the following layout: Item Specification Quantity Global Price List Discount Price for SGAL Total Amount Workstation PC Monitor Monitor Note: The prices per unit at financial proposal should have specified if VAT is included or not. All suppliers invited in this process will have to indicate, by fax or , whether or not they intend to submit a proposal by November 20 th, 2013 at the latest (appendix 1). Your proposal will be considered as the best response that you can provide. After a detailed analysis of the proposals, only the most competitive suppliers according to the selection criteria established will be selected to participate in the negotiations that will lead to the signature of the contract. 6

7 3 General terms Confidentiality clause The information provided by the Banka Societe Generale Albania as part of or relative to this consultation is strictly confidential. The bidder will refrain from disclosing or using this information for any purpose other than the preparation of its bid for Banka Societe Generale Albania. Similarly, Banka Societe Generale Albania will refrain from disclosing or publishing any information brought to its awareness as part of this consultation General principles The submission of a proposal implies that the bidders accept the present specifications. However, these specifications only represent a minimum that is to be respected. The proposals will be signed by a person authorized to take on commitments for the bidding company. Only proposals that strictly comply with the obligations of the present specifications, considered as minimums, will be taken into account. In their offers, the bidding service providers declare their familiarity with the service(s) that is/are to be provided, and will refrain from, after the submission of their proposal, arguing with regard to provisions, constraints or special conditions of any kind that they may have overlooked. The Bank reserves the right to not take into consideration any response that is incomplete or does not comply with all of the demands, requirements and constraints expressed by the Bank as part of the present consultation. The bidding service provider undertakes, as a result of its response to the request, to not claim from the Bank any cost for preparation, proposal or any other activity related to this processes Reservation The Bank reserves the right, at any time and until the signing of the contract, to not proceed with all or elements of the request and to terminate, without compensation, the contracting process for reasons of its own. As part of this service, the Bank reserves the right: - to carry out a second provider if it is not satisfied with the results of the first - to sign a contract only relative to a portion of the services proposed 7

8 3.1.4 Legal framework The service provider will have sole responsibility for the financial management, notably relative to its personnel. It will be personally responsible for the results of the operation of the service provided under the conditions defined in the specifications, without being able to initiate any recourse of any kind against the customer in the event that this operation should be unprofitable Contract The objectives pursued by the Bank asking the bidders to respond to the present consultation on a legal level as well are notably: - To assess the contractual formalization of the services offered by the bidder, - To assess the level of commitment proposed by the bidder, - To anticipate the subsequent contractual negotiation. It is also expressly indicated that the bidder s response to the legal aspects will be taken into consideration as part of its assessment by the Bank Contractual documents The bidder is hereby warned that the service and its response will be an integral part of the contract Contract term and termination The Bank reserves the right to terminate the contract without notice in the event of gross negligence by the service provider Effective date of the contract The effective date of the operator s contract will be stipulated by the Bank at a later time. 8

9 4 Specification of the RFP 4.1 Requirements The supplier shall be able to provide in Tirana where BANKA SOCIETE GENERALE ALBANIA is present and make sure they fully meet the requirements set forth in this Request for Proposal in section 2.4 Financial Proposal. 4.2 Reporting The subcontractor reports to the IT Manager and General Resources Manager and/or his/her designee and will work closely with him and other specialist of his department. 4.3 Timing and Budget Guidelines The assignment is expected to commence on December 2013 or as soon as agreement to the Technical and Financial proposal is reached and a contract signed. This contract will be valid for 1 (one year) and no price changes is allowed during this period. 9

10 5 Qualifications and selections criteria 5.1 Qualifications Interested companies shall demonstrate the following: Are official representatives of HP Capable to provide and deliver the goods within a short time. Capable to store high volume of equipments and deliver in lots. 5.2 Selection Criteria The quality of each offer will be evaluated in accordance with the selection criteria and the associated weighting as specified below: Technical Criteria Points Criteria for Max. Score 1. Supplier s organizational experience: This will include an evaluation of: - Organization, Maximum goes to the Organization - 10 bidder with best - Market experience, Experience - 15 Organization; Market Experience and Tender - Quality of Tender documentation Presentation -10 presentation of documents 2. Financial and administrative capacity: This involves the analysis of: - Financial strength, Financial - 15 Maximum goes to the bidder with best financial figures 3. Technical approach: This will evaluate the bidder s proposed implementation plan: - Availability to offer professional maintenance during warranty period. - Authorized reseller proof TOTAL Availability - 30 Reseller Points Maximum goes to the bidder with best financial availability for professional maintenance and that is authorized reseller of HP 10

11 Selection Process Subcontract awards will be based on a best value approach. There are 2 major factors when evaluating the proposal: technical approach (including management approach, past performance on similar contracts), and price. Each major factor is assigned a weight such that the sum of the weights is equals 100. The assigned weights allow for a greater emphasis to be placed on one major factor over another. For this RFP the assigned weight for technical approach will be 20 points and for the financial proposal will be weighted to 80 points. Total Score for the provider = weighted technical score + weighted financial score Example: Companies providing the offers are: A, B, and C. Based on the technical evaluation Criteria the score of each company is as following: Company Technical points Weighted Technical Score A (maximum) B (74 * 20 / 85) C (60 * 20 / 85) The maximum weighted score is given to the company with the max technical points, in this example to Company A. The others are weighted with a factor of Max score possible/max technical points (Weight Factor = 20/85) Financial Score is calculated as below: Max weighted score is given to the lowest price. In our example Company C. Weighted price for the others is equal to (Lowest price/company price) * max weighted score. Company Financial Offers 2 (price EUR) Weighted Price Score C 1000 (lowest) 80 (maximum) A (80 * 1000 / 1200) B (80 * 1000 / 1500) Total Score for each Provider is: Company Total Score A = 86 B = 70 C = 94 The winner in this example is Company C. The Bank will notify all the participants via regarding the results of the tender. 2 Prices listed here are only part of the example and are not related to this RFP 11

12 Appendix I - Acknowledgment of Receipt Acknowledgment of Receipt and Intent to submit a proposal REQUEST FOR PROPOSAL (RFP) GRD-RFP Please fax this notification of receipt and intent to apply on or before November 20 th, 2013, 5:00 pm CET. In Attention of: Mr. Igli Kasneci This information can be ed to the contact above via or fax: procurement.al@socgen.com ; fax: A. Acknowledgment of Receipt: (Company) Hereby Acknowledges Receipt of RFP document. Print Name: Tel: Authorized Signature: Title: Date: I intend to submit a proposal I do not intend to submit a proposal How did you learn about this tender? News paper (Please specify ) Direct invitation Website Other (Please specify) Note: Only offers from vendors who returned this form completed and signed will be considered and evaluated. 12

13 Appendix II Similar Contract references Nr Customer Location for Contact Contact Start date End date Type of service name this service person/position number 1 XXXXXXXX Selling of PC Tirana Ilir Apostoli 068 xx xx xxx 2 YYYYYYYY Selling of PC & Monitors Tirana & Other (specify) Ilir Apostoli 068 xx xx xxx Etc. Note: The above example is given to show how to fill the reference table. 13