Lập Hồ sơ mời thầu gói thầu quốc tế

Lập Hồ sơ mời thầu gói thầu quốc tế về việc mua sắm thiết bị cho nhà máy sản xuất thiết bị máy nông nghiệp tại Việt Nam.

REQUEST FOR QUOTATION

 

 

 

	RFQ Number	09
	Package:	Supply of FMS flexible system manufacturing diesel engine box and gearbox of small size tractors - Horizontal manufacturing center BT50, pallet 500x2; - Palletech automatic system.
	Project:	Depth investment for manufacturing diesel engine and small size tractors
	Release Date:		18th August, 2015
	Issued in conjunction with Decision:			…………………..
Consulting by Minh Phuong corp. Director       Nguyễn Văn Thanh					Buyer by SVEAM General Director

 

Lập Hồ sơ mời thầu gói thầu quốc tế và đánh giá kết quả xét thầu về việc mua sắm thiết bị cho nhà máy sản xuất thiết bị máy nông nghiệp tại Việt Nam

Date:

Ref.: …………………………………………….

To:

Address:

Tel:                                                                Fax:

Attn:

 

SUBJECT: DEPTH INVESTMENT FOR MANUFACTURING DIESEL ENGINE  AND SMALL SIZE TRACTORS PROJECT.

     REQUEST FOR QUOTATION NO: 09

     PACKAGE DESCRIPTION: Supply of FMS flexible system manufacturing diesel engine box and gearbox of small size tractors.

 

Dear Sir

 

Southern Vietnam Engine and Agricultural Machinery Company Ltd (SVEAM) would like to solicit your proposal for the subject “Supply of FMS flexible system manufacturing diesel engine box and gearbox of small size tractors” (hereinafter referred to as “Material/Equipment”) for the Depth investment for manufacturing diesel engine and small size tractors Project (hereinafter referred to as “Project”). The material/equipment will be produced in compliance with standard specifications, and delivered on time and at right place in accordance with the Purchase Order requirements.  

You are requested to provide a proposal in accordance with the attached documents. Please complete and return the Acknowledgement Copy of this document, via e-mail to the person named below five (5) working days upon receipt of this package.  All written correspondence concerning this Request for Quotation (RFQ) must be identified by the RFQ Number listed at the top of this package and should be directed to the attention of the named person.

Package Contact: Mr. Tran Van Thinh

Email: tech01@sveam.com

Project  Manager:

Email:   tech01@sveam.com        

During the bidding phase for this RFQ, Bidder shall only contact the persons as named above or other personnel as designated by the Procurement Manager. The bidding phase commences upon receipt of this package and terminates upon award of the work and issuance of the Purchase Order.

You are requested to submit your bid in sealed envelope to the undersigned by 9:00 am on …..^th September 2015 at the location indicated in the attached instructions. Failure to meet this requirement may result in the disqualification of your proposals.

 

Sincerely

……

Project Manager

 

INSTRUCTIONS TO BIDDER

 

Bidders must observe and comply with the following instructions:

 

1. RFQ Content

The following documents are included in this RFQ Package:

 

Part 1 Letter of Request for Quotation

Part 2 Instructions to Bidders

Part 3 Commercial Bid Summary

Part 4      Requisitions and all specifications and documents referenced therein.

Part 5 Purchase Order Terms and Conditions

Part 6 Seller Site Service Terms & Conditions

Part 7 Shipping instruction for shipment

Part 8 Performance Guarantee

Part 9   Advance Payment Guarantee

 

Bidder must verify that this RFQ contains all the above documents and/or instructions.

In the context of these documents, "Bidder" means a company that is in the business of providing Equipment, Material, Work or Services of the type described in this RFQ.

All capitalized terms used herein shall have the meaning ascribed to them in the PURCHASE ORDER TERMS and CONDITIONS.

For the purpose of this RFQ all references to “COMPANY” shall mean SOUTHERN VIETNAM ENGINE AND AGRICULTURAL MACHINERY COMPANY LIMITED (SVEAM).

 

2. Receiving Bids

Each Bidder shall submit its proposals to the Buyer at the given address strictly complying with the below instructions:

 

i. Envelope 1 - Technical Proposal: One (01) shall be marked “original” and three (3) copies of Technical (Un-priced) Proposal together with one disc or USB containing one copy of Technical (Un-priced) Proposal in the format as set forth in Part 3 – Information to be submitted by Bidders (Technical Bid Summary) and Part 4 – Requisitions and all specifications and documents referenced therein (Material requisition & technical documents).

 

ii. Envelope 2 - Commercial Proposal: One (01) shall be marked “original” and three (3) copies of Commercial (Priced) Proposal together with one disc or USB containing one copy of Commercial (Priced) Proposal in the format as set forth in Part 3 – Information to be submitted by Bidders (Commercial Bid Summary).

Technical Proposal and Commercial Proposal must be wrapped separately in two envelopes, which must be sealed securely with the attached Sealed Bid Label firmly as attached  Seal Bid Label and delivered to the following address:

 

SOUTHERN VIETNAM ENGINE AND AGRICULTURAL MACHINERY COMPANY LIMITED (SVEAM)

Address: Quarter 1, Binh Da ward, Bien Hoa City, Dong Nai Province, Vietnam

Attn: Project Manager

Tel: 84--(061) 3838727       ;                Fax: 84-(061) 3837224

 

3. Extension of Bid period

No extension will be granted to the date for Bid submissions other than for exceptional circumstances agreed in writing by the BUYER.

 

4. Bid Identification

The cover of each Bid Document is required to clearly show the Bid number, the title of the Work for the Bid, and the name of the Bidder. Bidders are requested to use the enclosed address labels for submitting their Bids.

5. Withdrawal of the Bid

Bids may only be withdrawn by written or faxed request and may only be modified by a Bidder upon submitting a written request of such to BUYER. Any such request for withdrawal / modification of bid must be received by BUYER at the address noted in paragraph 6 below, two (2) weeks before the Bid due date and time stated in the Letter of Request for Quotation.

 

6. Additional Information Discrepancies or Omissions

All future correspondence (inclusive of clarification questions) must be emailed to:

Buyer’s email:  tech01@sveam.com

Copy: ……………………………

 

 

as noted in the Letter of Request for Quotation to Bid.  All emails must have the RFQ number and Package description in the subject line.

 

Bidders are to note that all Bidder inquiries are to reach BUYER no later than one (1) week prior to the submittal date to allow sufficient time for the BUYER to respond.

 

BUYER’s practice in handling Bidder Inquiries shall be to distribute both the inquiry and BUYER’s reply as follows:

· Inquiry responses that relate in a general way to the RFQ package will be distributed to all Bidders. In such a case the identity of the Bidder initiating the inquiry will not be disclosed by the BUYER.

· Inquiry responses that specifically relate to any items of supply that are proprietary to a single Bidder shall be treated as confidential and given only to the Bidder initiating the inquiry.

 

7. Type of Contract

The PURCHASE ORDER shall be awarded on a lump sum basis. Any work required which is not identified or priced per the above shall be mutually agreed and the pricing negotiated on a lump sum basis.

8. Exceptions  

If the Bidder is at variance with any requirement of the RFQ package, including any specifications and drawings referenced therein, Bidder is to clearly identify such exception(s) in Item D of the attached Commercial Bid Summary together with a thorough explanation of the exception(s) and Bidder’s proposed alternate provision.

 

Bidders are cautioned that any exceptions taken to the commercial terms of this RFQ package including the Purchase Order Terms and Conditions may result in rejection of their proposal. Any such exception taken is to identify the specific item for which exception is taken, the reason for the exception and an alternate acceptable to Bidder. Failure to identify exceptions to said terms and conditions shall be deemed to constitute an acceptance by Bidder of the terms and conditions as stated.

 

9. Alternative Bids

Any proposal may be rejected which does not conform to any requirement of or which contains provisions not required by the RFQ documents. Bidders may submit an alternate proposal but only on condition that it accompanies a conforming proposal. In such a case;

· The alternate proposal shall clearly indicate where it is at variance with the conforming proposal and BUYER shall have no responsibility to discover any other qualification other than those listed in the alternate proposal; and

· Bidders are to note that the submission of an alternate proposal that will offer monetary and/or schedule benefit is actively encouraged by BUYER.

 

10. Bid Validity

Bids must remain valid for a period of one hundred and eighty (180) days from the date and time stated for receipt of Bids.

 

11. Advance Payments

BUYER will not make any advance payments. BUYER will not be responsible for any cost or expenses incurred by any Bidder in preparation of its Bid, whether or not that Bidder or any Bidder is successful.

 

Bidder may be required to provide an Advance Payment bond of (10% ]of the full value of the PURCHASE ORDER (equivalent to Advance payment amount) and required valid until the Seller has fulfilled its agreed contractual obligation with respect to the Advance Payment as indicated in Part 9 – Advance Payment Bond format. Any cost or expenses incurred by Seller in opening & remaining Advance Payment Bond shall be at Seller‘s responsibility.

 

12. Currency of the Bid

Each Bidder will provide a Bid in U.S. Dollars.

 

13. Partnerships

Bids by partnerships must provide the full names and registered addresses of all partners and be signed by an authorized officer.

 

14. Signing of the Bid

Each Bid shall provide the registered address of the Bidder and be signed by an authorized signatory.

· When requested by BUYER, satisfactory evidence must be provided of the authority of the person signing on behalf of the Bidder.

· The name and designation(s) of each person signing must also be typed or printed below the signature.

 

15. Alterations or Erasures

Any alterations or erasures in the details submitted by the Bidder shall be explained and initialed by the Bidders authorized signatory.

 

Any errors or omissions in the Bid documents will be permitted to be withdrawn or modified only with the written consent of BUYER. This consent may be withheld.

16. Language of the Bid

The Bid and any annotations or accompanying material must be in written English language.

 

17. Bid Rejection

BUYER reserves the right to accept or reject any Bid received after the time and date stated for receipt of Bids in the Request for Quotation.  BUYER is not required to accept the lowest or any Bid.  BUYER shall not be or be deemed to be bound until a formal Purchase Order has been agreed and duly executed by all parties.

 

18. Confidentiality

All documents and information furnished to Bidder is confidential.  Bidder agrees to accept receipt of its RFQ on condition that such documents and information shall not be disclosed or used for any purpose other than preparation of this Bid.

 

19. Current Workload

Bidder to identify ability to perform this work by providing a schedule of Bidders current workload for the next one (1) years; clearly identifying the current total annual production capacity and the committed work in man-hours.

 

20. Financial Stability

BUYER may require, prior to award of the Purchase Order, satisfactory evidence of the successful Bidder’s (and any principal subcontractor’s) credit worthiness, financial soundness, and capacity to perform the Contract. In this connection, relevant information may include a certified copy of the latest accounts, details of comparable agreements that were completed successfully, a banker’s reference, details of any existing third-party loans or guarantees, and similar information.

 

21. Conditions and Regulations

Bidder is responsible to become familiar with and understand the Scope of the Work to be performed including but not limited to:

· Government regulations

· Applicable tax laws

· PURCHASE ORDER TERMS and CONDITIONS

· Qualification of personnel

· Licenses

· Permits

 

22. Other Bidders

Bidder must not give this RFQ to any other company. BUYER will reject Bids received from all uninvited companies.

 

23. Insurance

The Bidder shall provide insurance as specified in the PURCHASE ORDER TERMS and CONDITIONS and shall submit certified evidence of this to BUYER as requested.

24. Performance Bond

Bidder may be required to provide a performance bond of 10% of the full value of the PURCHASE ORDER and required until expiry of stipulated period of warranty. This bond shall be issued on a reputable international bank as indicated in Part 8 - Performance Bond format and List of Banks Acceptable to Buyer.

25. Payment Terms

BUYER will make payment as follows:

· Eighty percent (80%) by T/T net 45 days upon receipt of goods at port of discharge and substantiated documents

· Twenty percent (20%) by T/T net 45 days upon receipt of final approved documentation and invoice

26. Partial Order

Partial Offer is allowed, BUYER reserves the right to order all or any part of the package to Bidder without prejudice to other terms and conditions.

 

27. Subcontractors and Vendors

Bidder to advise BUYER the names of manufacturer for all major materials and components. Bidder must when requested provide the names of all sub-vendors proposed which may not be changed without prior written approval from the BUYER.  All subcontractors and sub-vendors may be subject to audit by the COMPANY and/or BUYER.

28. Inspection and Expediting

A) Bidder shall insure that the COMPANY and/or BUYER and/or BUYER’s appointed third party inspector has full access to all manufacturing/fabrication facilities to verify schedule progress and to inspect, test, and/or witness the test of the goods wherever they may be located without extra charge.  Such inspection shall not relieve Bidder of any obligation and/or liability under this Purchase Order  

 

If requested, Bidder shall make available to COMPANY and/or BUYER representatives suitable office space and telecommunication services within the manufacturing / fabrication facilities.

 

B) In accordance with Vietnamese regulations, Bidder shall obtain certification for his supply. The selected inspection company by the Bidder shall be approved by the certifying/governing body and shall be certified by one of the following recognized societies:

 

NKK

    ABS

Lloyds Register

Germanischer Lloyd

Bureau Veritas

Det Norsk Veritas

 

Bidder is expected to arrange contacts and inspection as deemed necessary in order to obtain the final certification.

 

29. Bid Evaluation and Clarification

Technical evaluation

Technical evaluation shall use a point scale of 100. Evaluation will be made by scoring from 0 point to max 100 points for technical evaluation criteria. (Details as per the attachments Part 4 – Requisitions and all specifications and documents referenced therein TECHNICAL EVALUATION CRITERIA).

Each responsive proposal will be given a technical point.

Technical Proposal getting Total technical point of (D_technical) not less than eighty (80) points will be evaluated “Satisfactory” and Financial Proposal of these Bidders will be opened for evaluation.

 

Combined Technical and Financial evaluation

Determination of Financial Score (D_financial):

Determination of Bid Prices after correction of errors and adjustment of flaws (P):

(i) Determination of Bid Prices

(ii) Correction of Errors

Correction of errors means the correction of errors in Bids, including arithmetical errors, other errors and decimal errors

(iii) Adjustment of Flaws

Adjustment of flaws means adjusting incomplete or redundant contents of Bids based on the requirements of the ITB and adjusting the differences between different parts of Bids; between Technical Proposal and Financial Proposal; between numerals and letters.

(iv) Conversion of different currencies into USD (if needed)

(v) Ground for determining Bid Prices:

To ensure the same ground for evaluation, only lump-sum bid price is used for evaluation.

 

Determination of financial score (D_financial):

D_financial of each Proposal is determined as follows:

 

Financial Score (of Proposal in consideration)	=	The lowest P x 100
		P in consideration

In which:

(i) The lowest P is price lowest after correction of errors and adjustment of flaws of the BIDDERS have overcome evaluation of technical aspects.

(ii) P in consideration is the Bid Prices after correction of errors and adjustment of Flaws of Bid Proposal in consideration.

Determination of Combined Technical and Financial Score (D_combined):

Combined Technical and Financial Score is determined as follows:

D_combined = D_technical x K%  +  D_financial x G%

In which:

(i) K% (the percentage of technical score): 80%.

(ii) G% (the percentage of financial score): 20%.

Preferences in international bidding:

Preferences for Bidder:

Entities entitled to preferential treatment in international tendering shall comprise.

(i) Bidder participating in tendering for tender packages for procurement of goods/services where the ratio of the domestic manufacturing/services costs of such goods/services is twenty-five (25) per cent or more.

(ii) Evaluation price of bids submitted by contractors ineligible for incentive shall be added with a sum of money equal to 7.5% of bidding prices after errors and flaws of those contractors are corrected and adjusted respectively.

Preferences scores:

The total combined technical and financial score D_combined (as determined in part above) of Bidder(s) eligible for preferences will be added 7.5% (seven point five percent) of that total before ranking.

Ranking:

Proposal achieving the highest combined technical and financial score (preferences scores included) will be the first rank and invited for contract negotiations.

During the evaluation period of the submitted Bids, the BUYER has the right to contact Bidders for clarifications and deviations. In the event that a clarification / deviation results in a change in the Bid price, BUYER reserves the right to contact each Bidder to obtain the same clarification.

Quarter 1, Binh Da ward, Bien Hoa City, Dong Nai Province, Viet Nam. Bidder shall guarantee the Goods under this RFQ not to conflict with the treaties/regulations restricting strategic export to the controlled countries in effect in Western Countries and other rules/regulations of the countries where Bidder and its subcontractors exist.

 

30. Compliance with Regulations for Export

 

Bidder shall strictly comply with all US laws and regulations developed by the Department of Commerce, department of State, and other regulating bodies of the U.S. Government when goods are exported from U.S and other applicable laws and regulations of the country where the goods are exported.

 

The final destination of the Goods is Depth investment for manufacturing diesel engine and small size tractors Project in

31. Execution Plan

Bidder to provide a proposed execution plan for the work scope of this RFQ showing planned dates and durations for approval of manufacturing & QC procedures, final inspection & testing, delivery ex works and shipping.

Bidder to identify on the execution plan the timing for Buyer to firm up on the data sheets and other documents. Buyer shall be entitled to make minor modifications in this RFQ and in any executed PO (always within the fabrication limitations of the manufacturing / fabrication facility) without impacting the delivery dates.

 

33. Pricing Breakdown

Bidder to provide a detailed pricing breakdown/table that supports the summary prices stated in the Commercial Bid Summary (form C2) in Part 3 – Information to be submitted by Bidders. The pricing breakdown/table shall show the net quantities with the calculated gross quantities. All unit rates, net quantities and gross quantities shall be correctly extended to show sub totals and totals for weights and prices.

 

 

 

ACKNOWLEDGEMENT OF INTENTION TO BID

 

Please sign and return this form promptly by fax.

 

Date: _______________

 

RFQ Number:

 

(  ) We acknowledge receipt of the subject RFQ and all referenced documents therein.

(  ) We will submit our bid to you on or before the bid closing date

(  ) We will not submit a bid; RFQ and all attachments are returned herewith.

 

COMPANY
SIGNED BY
BIDDERS REFERENCE NUMBER
REASON FOR DECLINING

 

 

(  ) RFQ was addressed incorrectly, correct as follows:

 

FAX TO:

Lập Hồ sơ mời thầu gói thầu quốc tế và đánh giá kết quả xét thầu về việc mua sắm thiết bị cho nhà máy sản xuất thiết bị máy nông nghiệp tại Việt Nam

SOUTHERN VIETNAM ENGINE AND AGRICULTURAL MACHINERY COMPANY LIMITED (SVEAM)

Address:  Quarter 1, Binh Da ward, Bien Hoa City, Dong Nai Province, Vietnam

Attn: Project Manager

Tel: 84--(061) 3838727       ;                Fax: 84-(061) 3837224

 

Email:  tech01@sveam.com