1 Invitation to tender 1 (15) Turku University of Applied Sciences Ltd furniture and equipment for the student laboratories of the degree programme in dental technology Contents 1 Object of procurement Non-negotiable requirements for the products Introduction to the site Operational and maintenance training Maintenance and spare parts services Subcontractors: Environmental requests Procurement procedure Partial offer Alternative offer Minimum requirements for the tenderer Requirements on funding and financial position Requirement Requirement Requirement Requirements concerning technical performance and professional competence Requirement Minimum requirements for the offer Offer prices Invoicing and terms and conditions of payment Delivery and handoff Delivery time and penalty for delay Terms of delivery Liability for damages Warranty period Terms and conditions of the Supplier s line of business Eligibility of the tenderer and the offer and comparison of the offers Processing of the offers Assessment of the eligibility of the tenderers... 11
2 Invitation to tender 2 (15) 16.3 Verification of the offer s compliance to the invitation to tender Comparison of the economic merits of the offers and selection of a tender Notification of the decision Documents followed in the procurement Publicity of documents Agreement Questions concerning the procurement Delivery address for the offer Appendices Appendix 1 Offer form Appendix 2 Draft agreement Appendix _ Teknologiakiinteistöt ICT Hammastekniikka.dwg Appendix _AMK Hammastekniikka_ICT_ilman kalusteita_ Appendix _AMK Hammastekniikka_ICT_kalustettu_ Appendix pohjat HT Appendix 7 LVI Appendix 8 LVI Appendix 9 LVI
3 Invitation to tender 3 (15) Turku University of Applied Sciences Ltd furniture and equipment for the student laboratories of the degree programme in dental technology 1 Object of procurement 2 Non-negotiable requirements for the products 2.1 Introduction to the site Commissioned by Turku University of Applied Sciences, the Procurement and Logistics Centre of the City of Turku requests offers on furniture and devices for student laboratories. Turku University of Applied Sciences will launch a degree programme in dental technology in autumn The degree programme requires the renovation and furnishing of two (2) new student laboratories. The object of the procurement is furniture and educational devices for the two (2) new student laboratories, as well as furniture and devices for the plaster and casting rooms. The intention is to procure all furniture and devices as a completed solution, installed at the sites and ready for operation. Appendices to the invitation to tender include floor plans of the premises intended to be converted into student laboratories and a drawing outlining the furniture requested by the client, including the location of equipment, taps and compressed air outlets in the premises. The construction and alteration of the student laboratories will be partly carried out during the procurement of furniture and devices. The construction and alteration work is not a part of this procurement. The furniture and fittings must meet Finnish and EU regulations. Non-negotiable requirements concerning the features and accessories in the offered furniture and equipment are stated in the offer form, Appendix 1. The furniture and equipment shall be installed as specified in the floor plan, Appendix 3, and HVAC + plumbing drawing, Appendix 4. The offer shall contain an appendix with detailed technical specifications and pictures of the offered furniture and devices. The offer shall also contain an appendix with the Supplier s drawing of the furniture in the premises. The appendices shall be submitted on a USB stick. The student laboratory premises are shown to the tenderers on 16 June 2015 at 10:00 am. Tenderers wishing to attend the event should register by sending an to by 11 June 2015, 10:00 am. We recommend that tenderers attend this event, as it facilitates planning and installation. The event starts in front of the main entrance to the ICT Building of Turku University of Applied Sciences; the address is
4 Invitation to tender 4 (15) Joukahaisenkatu 3, Turku, Finland. No questions about the invitation to tender will be answered during the event. Any questions are handled electronically, as laid out in Section 20 of the invitation to tender. 2.2 Operational and maintenance training 2.3 Maintenance and spare parts services The offered prices shall include comprehensive and detailed operational and maintenance training for the staff before the commissioning of the devices at the Client s site in Turku. The Client s staff shall be provided with user training and the maintenance staff also with maintenance training. The agreement contact persons shall agree on the date and time of operational and maintenance training in more detail. The offer shall contain a document describing the provision of operational and maintenance training. The Supplier shall demonstrate that they offer maintenance, repair and spare parts services as a generally available commercial service that is a part of their own organisation or provided by an appointed subcontractor/partner. The maintenance services shall be provided in the Client s premises in Finnish. All repairs shall be performed on working days during the business hours of maintenance and repair services, unless otherwise agreed on a case-by-case basis. The offer shall contain the following information on the maintenance arrangements: - Name and location of the service - Business hours of the maintenance service in case of malfunctions (minimum requirement: working days from 8:00 am to 4:00 pm) - Speed of the maintenance services (a maximum of 5 days from the order, special cases shall be negotiated separately) - Availability of spare parts and updates, a maximum of 5 days from the order, special cases shall be negotiated separately - A valid maintenance and spare parts price list that lists the prices of periodic maintenance, updates and the most common spare parts, as well as any travel expenses, etc. The selected Supplier may suggest changes to the maintenance prices, but solely on the grounds of significant changes in labour costs independent of the Supplier itself. The Supplier shall also take into account any reductions to prices caused by the aforementioned factors. The Supplier shall notify the Client of any price increases at least four (4) months in advance. Should the Client so request, the service provider shall present the Client an appropriate written account on the development of costs. All changes to prices shall be agreed in writing by authorised representatives. The Supplier shall commit to maintaining the products sold by them and to supply spare parts for at least ten (10) years after an approved reception.
5 Invitation to tender 5 (15) The Client shall not commit to procuring maintenance, repair and spare parts services from the Supplier or an organisation appointed by them. The provider of maintenance services shall annually report the maintenance procedures performed on the devices, and the associated costs. A contact person shall be appointed for the maintenance services. 2.4 Subcontractors: 2.5 Environmental requests 3 Procurement procedure 4 Partial offer If the tenderer intends to assign a part of the agreement to a subcontracted third party, this shall be reported in the offer, including the suggested subcontractors. The tenderer shall be responsible for the subcontractors work as if it were their own. The use of subcontractors must be described in the offer. The subcontractors shall be subject to the same requirements as the tenderer. Turku University of Applied Sciences can, on reasonable grounds, prohibit the Supplier from using a certain subcontractor. In their procurements, the Client is committed to using natural resources wisely and efficiently and to promote sustainable consumption and production. To meet this goal, the Client strives towards sustainable procurement. A short description on how environmental matters are taken into account shall be attached to the offer. The procurement format is open procedure. The procurement exceeds the EU threshold. A notification of the procurement has been sent to in order to be published EU-wide in the S series of the Official Journal of the European Union (OJ) and in the Tenders Electronic Daily (TED) database. The invitation to tender has been published in the internet, on the website of the City of Turku at The procurement shall follow the Public Procurement Act (348/2007) and subordinate statutes adopted under it and the applicable parts of the General Terms of Public Procurement in supply contracts (JYSE 2014 SUPPLIES). ( Partial offers shall be considered and approved with the procured quantities by object: Object 1, Object 2, Object 3. Object 1) Object 2) Object 3) Laboratory desks equipped with central extraction for students and teachers, including required accessories Furniture and equipment for the plaster room Furniture and equipment for the casting room
6 Invitation to tender 6 (15) 5 Alternative offer Alternative offers shall not be considered. 6 Minimum requirements for the tenderer The tenderer shall have sufficient financial, technical and other resources to deliver the procurement. A tenderer who does not fulfil the requirements or provides materially false information when supplying the information listed below, or who does not submit a requested clarification in time, shall be disqualified. 6.1 Requirements on funding and financial position Requirement 1 The Supplier must meet the following requirements on funding and financial position and shall attach to their offer a report on each of the requirements in order for the Client to determine that the requirements have been met. The submitted certificates and reports may not be older than three (3) months, calculated from the submission deadline for offers stated in the invitation to tender. The corresponding information, certificates and reports on any subcontractors shall also be provided upon request. A foreign tenderer must submit the required information on a register extract that is legally valid in the tenderer s domicile, or submit an equivalent certificate or other generally accepted manner, such as a sworn notification that is legally valid in the tenderer s domicile. The tenderer has paid all necessary taxes, social security contributions and pension insurance premiums. In cases where these obligations have not been fulfilled, a tenderer can nevertheless be accepted if they have a relevant payment plan approved by the authorities. Reports to be attached to the tender: - A certificate from a tax authority attesting that the required taxes have been paid, or a tax debt certificate and a report on the completion of a payment plan for the tax debt, the plan being approved by an authority - A certificate from an employee pension fund and/or an insurance company concerning a valid pension insurance and the payment of pension insurance premiums, and that a payment plan has been created for any overdue pension premiums.
7 Invitation to tender 7 (15) Requirement 2 The Supplier shall be liable for any damages its operations may cause to the Client, and shall have adequate insurance in place to ensure that any compensation for damages is paid. The Supplier shall have a liability insurance with sufficient cover considering the scope and risks of the procurement. In addition, the Supplier shall be responsible for the product liability insurance of the products they represent. Report to be attached to the tender: - A certificate from an insurance company attesting that the company has an insurance for operations and for products, and that the insurance premiums have been paid Requirement 3 The tenderer has a business ID. The tenderer is registered in a trade register, prepayment register, employer register and VAT register if required by law. The Client may check the tenderer s credit data from commonly used registers. The extract from the prepayment register must be valid on the date of payment. Reports to be attached to the tender: - Extract from the trade register - An account of the grounds for non-registration, if the tenderer is not in the trade register, prepayment register, employer register or VAT register. The account may be created by the tenderer themselves. 6.2 Requirements concerning technical performance and professional competence Requirement 4 7 Minimum requirements for the offer The tenderer must have experience of similar deliveries from past three (3) years. Report to be attached to the tender: - The tenderer s reference list of similar deliveries from the past three (3) years, including recipients and delivery times. The report may be created by the tenderer themselves. The offer must be submitted on the attached offer form, Appendix 1. All parts of the offer form must be filled. The content of the offer must fulfill the requirements of the invitation for tender. The offer and its appendices must be in Finnish.
8 Invitation to tender 8 (15) The tenderer shall commit to following the General Terms of Public Procurement in supply contracts (JYSE 2014 SUPPLIES) ( unless otherwise required in the invitation to tender or the agreement. The offer may not be conditional. By submitting an offer to this invitation to tender, the tenderer accepts the terms and conditions in the invitation to tender and its appendices. The offer must be valid for at least 6 months from the offer submission deadline. The offer will be rejected if the requirements presented in the invitation to tender documents are not met or if the offer does not otherwise correspond to the invitation for tender or if the offer is received past the deadline. 8 Offer prices The offer prices shall be expressed as fixed VAT-free total net prices on the order form, Appendix 1 of the invitation for tender. The prices shall be expressed in euro. The offer prices must include: - a demonstration and testing event - all discounts - furniture and devices according to the invitation to tender, including accessories, installed and ready to operate, with hand-over maintenance completed at the address specified by the Client - approved reception inspection (testing and commissioning) - all transports to the site specified by the client and all delivery costs - cleaning up of dirt and waste caused by the installation - unpacking and transport of packaging materials away from the premises - user training for the staff at the Client s premises - Maintenance and operating instructions in Finnish or in English, 2 x 2 pcs Electrical engineering work is not a part of the procurement. The offer shall contain a report of any separately-priced accessories and parts to the furniture and equipment that are not a part of the requested whole. Price reservations shall not be approved. Additional charges for invoicing, delivery, travel, etc. shall not be approved. 9 Invoicing and terms and conditions of payment Invoicing shall take place after the delivery has been approved by the
9 Invitation to tender 9 (15) 10 Delivery and handoff 11 Delivery time and penalty for delay 12 Terms of delivery Supplier. The invoicing address shall be given upon signing of the contract. The Supplier must be able to submit e-invoices. Unless otherwise agreed in writing, the invoicing shall take place by e-invoicing. For more information about invoicing, see The term of payment is 30 days from the reception of the invoice. If the payment is not paid in due time, a penalty interest pursuant to section 4, subsection 1 of the Interest Act shall be paid. Additional charges for invoicing, etc. shall not be approved. The products shall be delivered as a comprehensive whole, including accessories, installed, tested and ready to run in the stated delivery address. Operating and maintenance instructions shall be delivered to the Client upon delivery. All of the aforementioned documents shall be delivered to the Client in writing. When the operational and service training is complete, the supplier and the Client shall jointly create a document where the Client s representatives state that the delivery is approved. The delivery time after which the offered furniture, equipment and devices are operational, handover maintenance has been performed, operational and service training and all documentation have been provided and reception inspection has been completed shall be expressed in the offer as weeks from order. The delivery time shall not exceed 10 weeks. The offered entity must be in operating condition within a maximum of seven (7) working days from the delivery. The agreement contact persons shall agree on the detailed delivery practices. If the delivery is delayed from the agreed delivery time due to the Supplier s fault or reasons that are the responsibility of the Supplier, the Supplier shall be obligated to pay a penalty fee of 5% of the price of the delayed product for each beginning week of delay, however not more than 15% of the product price, and otherwise pursuant to the General Terms of Public Procurement in supply contracts (JYSE 2014 SUPPLIES). The terms of delivery are: DDP (Delivered Duty Paid) Incoterms 2010: Turku University of Applied Sciences, ICT-City, Joukahaisenkatu 3, Turku, Finland.
10 Invitation to tender 10 (15) 13 Liability for damages 14 Warranty period Liability for damages shall be in accordance with Section 14 of the General Terms of Public Procurement in supply contracts (JYSE 2014 SUPPLIES). The warranty period against material and manufacturing defects shall be at least 24 months for furniture and at least 12 months for devices, starting from an approved reception inspection. The offer shall contain a description of the warranty, its cover and terms and conditions. The warranty period shall start on the day the Client has received and approved the delivery. The Client shall not be charged for any maintenance or repairs carried out during the warranty period. The Supplier shall carry out all warranty-related repairs without charging for parts or work. Parts shall either be repaired or replaced with new ones. The warranty shall be automatically transferred to any future owners without extra costs. The warranty shall not limit the rights the Client has on the grounds of this agreement, invitation to tender, General Terms of Public Procurement in supply contracts (JYSE 2014 SUPPLIES), Sale of Goods Act or other legislation. If normal periodic maintenance is needed in association with a warranty repair, the maintenance shall be performed under warranty. If the Supplier installs accessories or spare parts in the devices (excluding consumables), the warranty period of the spare parts and accessories shall be the same as the warranty period of the original approved delivery. 15 Terms and conditions of the Supplier s line of business The Supplier may not present their own terms and conditions (such as price reservations or different payment terms) in the offer. 16 Eligibility of the tenderer and the offer and comparison of the offers 16.1 Processing of the offers After the offers have been opened, all offers that have been submitted by the deadline are checked and assessed. The offers are assessed and compared in three stages: 1 Assessment of the eligibility of the tenderers 2 Verification of the offer s compliance to the invitation to tender 3 Comparison of the economic merits of the offers and selection of a tender
11 Invitation to tender 11 (15) 16.2 Assessment of the eligibility of the tenderers The purpose of the first stage is to determine the tenderer s capability to fulfil the procurement. This shall be assessed by applying the aforementioned eligibility requirements. Tenderers meeting the exclusion criteria laid out in Section 53 of the Act on Public Contracts shall be disqualified. Tenderers who have failed to pay taxes or statutory social insurance payments, or who meet some other exclusion criteria laid out in Section 54 of the Act on Public Contracts can be disqualified Verification of the offer s compliance to the invitation to tender The second stage consists of the assessment of the offers of tenderers who have passed the first stage. The offers shall be verified against the requirements for the procured products. Any offers that do not correspond to the invitation to tender shall be disqualified Comparison of the economic merits of the offers and selection of a tender The competitive bidding shall be resolved on the basis of the submitted offers. The most economic offer(s) is/are selected on an object-by-object basis. The assessment criteria for object 1, laboratory desks equipped with central extraction for students and teachers, including required accessories, are: price, operating principle of the micromotor / turbine drill, speed of maintenance (as far as it is faster than the minimum requirement) and delivery time (as far as it is shorter than the minimum requirement). The assessment criteria for object 2, furniture and devices for the plaster room and object 3, furniture and devices for the casting room: price, speed of maintenance (as far as it is faster than the minimum requirement) and delivery time (as far as it is shorter than the minimum requirement). Object 1) Laboratory desks equipped with central extraction for students and teachers, including required accessories - Price, maximum score 80 The cheapest total price is awarded 80 points. The score of other tenderers is derived directly from the cheapest tender (cheapest price / price being compared x 80). - Operating principle of the micromotor / turbine drill in Classroom 1 A micromotor and turbine drill equipped with a dual-function knee controller is awarded 5 points. A micromotor with a knee control unit and a turbine with a foot control unit is awarded 0 points.
12 Invitation to tender 12 (15) - Speed of maintenance (as far as it is faster than the minimum requirement), maximum score of 5. Availability of maintenance service within 2 working days of an order, 5 points. Availability of maintenance service within 3 working days of an order, 3 points. Availability of maintenance service within 4 working days of an order, 1.5 points. Availability of maintenance service within 5 working days of an order, 0 points. - Delivery time (as far as it is faster than the minimum requirement), maximum score of 10. Delivery time within 8 weeks of order, 10 points. Delivery time within 9 weeks of order, 5 points. Delivery time within 10 weeks of order, 0 points. The maximum score is 100 points. Object 2) Furniture and equipment for the plaster room - Price, maximum score 80 The cheapest total price is awarded 80 points. The score of other tenderers is derived directly from the cheapest tender (cheapest price / price being compared x 80). - Speed of maintenance (as far as it is faster than the minimum requirement), maximum score of 10. Availability of maintenance service within 2 working days of an order, 10 points. Availability of maintenance service within 3 working days of an order, 6 points. Availability of maintenance service within 4 working days of an order, 3 points. Availability of maintenance service within 5 working days of an order, 0 points. - Delivery time (as far as it is faster than the minimum requirement), maximum score of 10. Delivery time within 8 weeks of order, 10 points. Delivery time within 9 weeks of order, 5 points. Delivery time within 10 weeks of order, 0 points. The maximum score is 100 points. Object 3) Furniture and equipment for the casting room - Price, maximum score 80 The cheapest total price is awarded 80 points. The score of other tenderers is derived directly from the cheapest tender (cheapest price / price being compared x 80).
13 Invitation to tender 13 (15) 17 Notification of the decision 18 Documents followed in the procurement 19 Publicity of documents - Speed of maintenance (as far as it is faster than the minimum requirement), maximum score of 10. Availability of maintenance service within 2 working days of an order, 10 points. Availability of maintenance service within 3 working days of an order, 6 points. Availability of maintenance service within 4 working days of an order, 3 points. Availability of maintenance service within 5 working days of an order, 0 points. - Delivery time (as far as it is faster than the minimum requirement), maximum score of 10. Delivery time within 8 weeks of order, 10 points. Delivery time within 9 weeks of order, 5 points. Delivery time within 10 weeks of order, 0 points. The maximum score is 100 points. The procurement decision shall be sent electronically to all tenderers. In addition to the procurement decision, the procurement requires a separate written agreement. The procurement decision can be appealed against, as described in the decision. The decision may change as a result of a submitted appeal, complaint or a higher authority s power to reconsider the matter. The documents followed in the procurement are listed below in the order of priority: 1. Agreement / order 2. Procurement decision 3. Invitation to tender and its appendices 4. General Terms of Public Procurement in supply contracts (JYSE 2014 SUPPLIES) ( 5. Offer and its appendices Pursuant to the Act on the Openness of Government Activities, the decisions are, as a rule, public after an agreement has been made. Therefore, the offers should not contain any business or trade secrets. However, if it is necessary to include business secrets on the offer form, such secrets must be listed on a separate appendix that is labelled as secret. As a rule, prices are not considered business or trade secrets.
14 Invitation to tender 14 (15) The procurement unit shall decide on a case-by-case basis whether information labelled a business or trade secret is legally considered secret. 20 Agreement The procurement decision can be executed and an agreement whose terms and conditions the tenderer must commit to can be made no sooner than after 21 days from the date the tenderer has received or is considered to have received information about the decision and the instructions for appeal, provided that the procurement decision has been deemed legally valid. Turku University of Applied Sciences and the selected supplier shall make a written agreement on the procurement. The procurement decision alone shall not constitute an agreement that binds the procurement unit; only the signing of the separately created written agreement constitutes a binding agreement. Termination of the contract is subject to the provisions of The General Terms of Public Procurement in supply contracts (JYSE 2014 SUPPLIES) ( Any disputes shall primarily be resolved by mutual negotiations. If the negotiations do not lead to a result that satisfies both parties, the disputes shall be settled in the District Court of Southwest Finland as the competent court of first instance. 21 Questions concerning the procurement Any questions concerning the procurement shall be sent by to by 18 June or in writing to Turun kaupunki, Hankinta- ja logistiikkakeskus, PL 630 (Linnankatu 55 K, 2. krs), Turku, Finland. Please label the or the envelope with Lisätietopyyntö: hammastekniikan koulutuksen opetuslaboratorioiden kalusteet ja laitteet ( Request for additional information: furniture and equipment for student laboratories ). The questions must be in Finnish or in English. The questions and answers shall be collected into a summary, which will be published by at the latest at Any changes to the invitation to tender shall also be reported at the same time. Any supplementary information issued by the procurement unit shall only be considered binding when the information has been issued in writing.
15 Invitation to tender 15 (15) 22 Delivery address for the offer Binding offers shall be submitted in writing in two (2) copies in a closed shipment by 13 July 2015 at 14:00 am (Finnish time) to: Turun kaupunki Hankinta- ja logistiikkakeskus PL Turku, Finland (Visiting address: Linnankatu 55 K, 2. krs, Turku, Finland) Label the envelope as Tarjous: hammastekniikan koulutuksen opetuslaboratorioiden kalusteet ja laitteet ( Offer: furniture and equipment for student laboratories ). Pursuant to the Administrative Procedure Act (434/2003), Section 17, subsection 1, documents are submitted to an authority on the responsibility of the sender. The sender shall ensure that the documents arrive to the authority by the deadline. Any offers arriving past deadline shall be excluded from the competition and shall be delivered unopened back to the senders. An offer becomes binding to the tenderer when the Client has investigated the offer. The procurement unit reserves the right not to approve any of the offers on reasonable grounds. The procurement unit may interrupt the procurement on reasonable grounds. The City of Turku shall not pay a compensation for creating the offer. Turku University of Applied Sciences Ltd Vesa Taatila Rector-Managing Director Appendices Offer form, Appendix 1 Draft agreement, Appendix _ Teknologiakiinteistöt ICT Hammastekniikka.dwg, Appendix _AMK Hammastekniikka_ICT_ilman kalusteita_150430, Appendix _AMK Hammastekniikka_ICT_kalustettu_150430, Appendix pohjat HT, Appendix 6 LVI , Appendix 7 LVI , Appendix 8 LVI , Appendix 9
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