GOVERNMENT OF GHANA

            MINISTRY OF FINANCE
          AND
              ECONOMIC PLANNING

              Decision...
In case of reply the
number and date of this                                                    MINISTRY OF FINANCE AND
le...
SUPPLY PROCUREMENT NOTICE

           “SUPPLY AND DELIVERY OF FORENSIC SCIENCE LABORATORY
           EQUIPMENT TO THE CRIM...
SUPPLY PROCUREMENT NOTICE
     “SUPPLY OF EQUIPMENT AND SOFTWARE FOR THE FORENSIC SCIENCE
    LABORATORY OF THE CRIMINAL I...
9. Grounds for exclusion

      Tenderers must submit a signed declaration, included in the Tender Form for a Supply
     ...
contract, such as a Company Registration and



      3) Technical capacity of tenderer (based on i.a. items 5 and 6 of th...
EuropeAid/ 130125/M/SUP/GH   Page 7/76
A. INSTRUCTIONS TO
                    TENDERERS




EuropeAid/ 130125/M/SUP/GH      Page 8/76
1      A.        INSTRUCTIONS TO TENDERERS

                      PUBLICATION REF.: EuropeAid/ 130125/M/SUP/GH

In submitt...
1.2 Tenderers are not authorised to tender for a variant in addition to the present tender.

2   Participation

2.1 Partic...
a translation into the language of the call for tenders, in order to facilitate the
                        evaluation of ...
•       A financial offer calculated on a basis of DDP3 for the supplies tendered, including if applicable:
        -     ...
a) for supplies manufactured locally, unit and overall prices must be quoted for delivery to the place
         of destina...
14 Evaluation of tenders

14.1Examination of the administrative conformity of tenders

      The aim at this stage is to c...
15.4The performance guarantee referred to in the General Conditions is set at 5 % of the amount of the
    contract and mu...
B.

           DRAFT CONTRACT AND
           SPECIAL CONDITIONS,
            INCLUDING ANNEXES




EuropeAid/ 130125/M/SUP...
DRAFT CONTRACT

                           SUPPLY CONTRACT FOR EUROPEAN
                                  UNION EXTERNAL A...
The place of acceptance of the supplies shall be at the Ghana Police Service Headquarters Accra,
         Ghana, the time ...
Done in English in three originals, one original being for the Contracting Authority, one original being
     for the Euro...
SPECIAL CONDITIONS

                                                                           CONTENTS

               MI...
16 TENDER GUARANTEE..........................................................................................................
EuropeAid/129-498/M/SUP/GH   Page 22/76
These conditions amplify and supplement, if necessary, the General Conditions governing the contract.
Unless the Special C...
Article 13 Programme of implementation of the tasks (timetable)
             1. Provisional and final acceptance and testi...
Article 24        Quality of supplies

            Preliminary technical acceptance is not foreseen.

            Article ...
Article 31        Provisional acceptance

          The Certificate of Provisional Acceptance must be issued using the tem...
ANNEX I
                         GENERAL CONDITIONS


           Available also at: http://ec.europa.eu/europeaid/work/pro...
ANNEX II + III
                      TECHNICAL SPECIFICATIONS +
                          TECHNICAL OFFER




EuropeAid/ 1...
ANNEX II + III:            TECHNICAL SPECIFICATIONS + TECHNICAL OFFER


Contract title: Vehicles for Equipping the Forensi...
Lot 1. Laboratory Analytical Equipment
                                                                 Lot 1. Laboratory ...
Lot 1. Laboratory Analytical Equipment
    1.                               2.                                            ...
Lot 1. Laboratory Analytical Equipment
    1.                              2.                                             ...
Lot 1. Laboratory Analytical Equipment
    1.                             2.                                              ...
Lot 1. Laboratory Analytical Equipment
    1.                                  2.                                         ...
Lot 1. Laboratory Analytical Equipment
    1.                                2.                                           ...
Lot 1. Laboratory Analytical Equipment
        1.                           2.                                            ...
Lot 1. Laboratory Analytical Equipment
    1.                              2.                                             ...
Lot 2. Forensic Light Sources
                                                             Lot 2. Forensic Light Sources
 ...
Lot 2. Forensic Light Sources
    1.                               2.                                            3.       ...
Lot 2. Forensic Light Sources
    1.                              2.                                               3.     ...
Lot 2. Forensic Light Sources
    1.                             2.                                             3.        ...
Lot 3. Facial Composition System
                                                              Lot 3. Facial Composition S...
Lot 3. Facial Composition System
    1.                              2.                                               3.  ...
Lot 3. Facial Composition System
    1.                             2.                                             3.     ...
Lot 3. Facial Composition System
    1.                              2.                                         3.        ...
Lot 3. Facial Composition System
    1.                              2.                                                3. ...
Lot 3. Facial Composition System
    1.                              2.                                              3.   ...
Lot 3. Facial Composition System
    1.                               2.                                               3. ...
Lot 3. Facial Composition System
    1.                               2.                                     3.           ...
Lot 3. Facial Composition System
    1.                               2.                                           3.     ...
ANNEX IV
                  BUDGET BREAKDOWN (MODEL
                      FINANCIAL OFFER)




EuropeAid/ 130125/M/SUP/GH P...
ANNEX IV : Budget breakdown (Model financial offer)

PUBLICATION REFERENCE: lot EuropeAid/ 130125/M/SUP/GH
NAME OF TENDERE...
[Spare parts with detailed annex
                                                                     [Total cost]
       ...
Lot 2. Forensic Light Sources



                  A               B                          C                           ...
[




EuropeAid/ 130125/M/SUP/GH       Page 55 of 76
Lot 3. Facial Composition System


                   A              B                           C                        ...
ANNEX V
                                FORMS




EuropeAid/ 130125/M/SUP/GH              Page 57 of 76
MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
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MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
MINISTRY OF FINANCE AND.doc
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MINISTRY OF FINANCE AND.doc
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  1. 1. GOVERNMENT OF GHANA MINISTRY OF FINANCE AND ECONOMIC PLANNING Decision No.18689 SUPPORT TO THE GHANA POLICE SERVICE Publication Reference: EuropeAid/ 130125/M/SUP/GH TENDER DOSSIER Supply of Equipment and Software for the Forensic Science Laboratory of the Criminal Investigation Department FINANCED BY THE 9TH EUROPEAN DEVELOPMENT FUND June 2010
  2. 2. In case of reply the number and date of this MINISTRY OF FINANCE AND letter should be quoted ECONOMIC PLANNING Our Ref No …… Your Ref No…………… Tel No………………….. P. O. Box MB 40 …………………………………… Accra ...............May, 2010 Dear Sirs, SUBJECT: INVITATION TO TENDER FOR THE SUPPLY OF EQUIPMENT AND SOFTWARE FOR THE FORENSIC SCIENCE LABORATORY OF THE CRIMINAL INVESTIGATION DEPARTMENT This is an invitation to tender for the above mentioned supply contract. Please find enclosed the following documents, which constitute the tender dossier: A. INSTRUCTIONS TO TENDERERS AND PROCUREMENT NOTICE B. DRAFT CONTRACT AND SPECIAL CONDITIONS, INCLUDING ANNEXES DRAFT CONTRACT SPECIAL CONDITIONS ANNEX I GENERAL CONDITIONS ANNEX II +III TECHNICAL SPECIFICATIONS + TECHNICAL OFFER (TO BE TAILORED TO THE SPECIFIC PROJECT) ANNEX IV BUDGET BREAKDOWN (MODEL FINANCIAL OFFER) ANNEX V FORMS ANNEX VI TAX AND CUSTOMS ARRANGEMENTS C. FURTHER INFORMATION ADMINISTRATIVE COMPLIANCE GRID EVALUATION GRID D. TENDER FORM FOR A SUPPLY CONTRACT For full information about procurement procedures please consult the Practical Guide to contract procedures for EC external actions and its annexes, which can be downloaded from the following web page: http://ec.europa.eu/europeaid/work/procedures/index_en.htm. We look forward to receiving your tender and the accompanying tender guarantee before the submission deadline specified in point 8 of the Instructions to tenderers to the address specified in the same point. Yours sincerely, < Name and signature > EuropeAid/129-498/M/SUP/GH Page 2/76
  3. 3. SUPPLY PROCUREMENT NOTICE “SUPPLY AND DELIVERY OF FORENSIC SCIENCE LABORATORY EQUIPMENT TO THE CRIMINAL INVESTIGATION DEPARTMENT OF THE GHANA POLICE SERVICE” EuropeAid/ 130125/M/SUP/GH The National Authorizing Officer of the EDF, Ministry of Finance and Economic Planning intends to award a supply contract for the supply and delivery of 5 Vehicles (2 Semi Cargo Minivans (Minibuses), 1 Passenger Minivan (Minibus) and 2 All-Terrain Vehicles) for equipping the Forensic Science Laboratory of the Criminal Investigation Department of the Ghana Police Service with financial assistance from the 9th EDF programme “Support to the Ghana Police Service” of the European Union. The tender dossier is available from The National Authorizing Officer of the EDF, Ministry of Finance and Economic Planning, P.O. Box MB 40, Accra. Attn. Director ERM-M. The deadline for submission of tender is 5th July, 2010 at 10:00 am at the National Authorizing Officer of the EDF, Ministry of Finance and Economic Planning, P.O. Box MB40, Accra. Attn. Director ERM-M., ROOM 318. Possible additional information or clarifications/questions shall be published on the EuropeAid website: https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome EuropeAid/129-498/M/SUP/GH Page 3/76
  4. 4. SUPPLY PROCUREMENT NOTICE “SUPPLY OF EQUIPMENT AND SOFTWARE FOR THE FORENSIC SCIENCE LABORATORY OF THE CRIMINAL INVESTIGATION DEPARTMENT OF THE GHANA POLICE SERVICE” Location – Police Head Headquarters, GHANA 1. Publication reference EuropeAid/ 130125/M/SUP/GH 2. Procedure Local Open 3. Programme EDF 4. Financing Financing agreement 9 ACP GH 29 – Support to the Ghana Police Service 5. Contracting authority Ministry of Finance and Economic Planning CONTRACT SPECIFICATIONS 6. Description of the contract Supply, delivery, installation, commissioning, maintenance and after-sales service of laboratory analytical equipment (gas chromatograph with flame ionisation detector and libraries), forensic light sources and facial composition system to the Criminal Investigation Department of the Ghana Police Service as well as provision of related training. The equipment is to be delivered at the premises of the Ghana Police Laboratory in Accra-Ghana. 7. Number and titles of lots Lot 1 - Laboratory analytical equipment Lot 2 - Forensic light sources Lot 3 - Facial composition system TERMS OF PARTICIPATION 8. Eligibility and rules of origin Participation in tendering is open on equal terms to natural and legal persons (participating either individually or in a grouping (consortium) of tenderers from ACP States and Member States of the European Union and international organisations as authorised by the instrument applicable to the programme under which the contract is financed (see also item 22 below). All goods supplies under this contract must originate in these countries. EuropeAid/ 130125/M/SUP/GH Page 4/76
  5. 5. 9. Grounds for exclusion Tenderers must submit a signed declaration, included in the Tender Form for a Supply Contract, to the effect that they are not in any of the situations listed in point 2.3.3 of the Practical Guide to contracts procedures for EC external actions. 10. Number of tenders Tenderers should submit only one tender. Any tenderer may state in its tender that it would offer a discount. Tenderers may not submit a tender for a variant solution in addition to their tender for the supplies required in the tender dossier. 11. Tender guarantee No tender guarantee required 12. Performance guarantee The successful tenderer will be asked to provide a performance guarantee of 5% of the amount of the contract at the signing of the contract. This guarantee must be provided together with the return of the countersigned contract no later than 30 days after the tenderer receives the contract signed by the Contracting Authority. If the selected tenderer fails to provide such a guarantee within this period, the contract will be void and a new contract may be drawn up and sent to the tenderer which has submitted the next cheapest compliant tender. 13. Information meeting and/or site visit No information meeting or site visit will be held 14. Tender validity Tenders must remain valid for a period of 90 days after the deadline for submission of tenders. 15. Period of implementation of tasks The period of implementation of the tasks will be 90 days from contract signature until the provisional acceptance. SELECTION AND AWARD CRITERIA 16. Selection criteria The following selection criteria will be applied to tenderers. In the case of tenders submitted by a consortium, these selection criteria will be applied to the consortium as a whole: 1) Economic and financial capacity of tenderer (based on i.a. item 3 of the Tender Form for a Supply Contract). In case of tenderer being a public body, equivalent information should be provided. • the average annual turnover of the last three years of the tenderer must exceed €150,000.00; and • the averages of cash flow and cash flow equivalents at the beginning and end of the last three years are positive. 2) Professional capacity of tenderer has a professional certificate appropriate to this EuropeAid/ 130125/M/SUP/GH Page 5/76
  6. 6. contract, such as a Company Registration and 3) Technical capacity of tenderer (based on i.a. items 5 and 6 of the Tender Form for a Supply Contract) • the tenderer has successfully delivered at least three (3) similar supplies in ACP countries with a budget of at least that of this contract in fields related to this contract in the past three years. 17. Award criteria Price TENDERING 18. How to obtain the tender dossier The tender dossier is available from the Contracting Authority on hard copies and on electronic copy on its web site http://www.mofep.gov.gh/ . Tenders must be submitted using the standard Tender Form for a Supply Contract included in the tender dossier, whose format and instructions must be strictly observed. .Tenderers with questions regarding this tender should send them in writing to The National Authorizing Officer of the EDF, Ministry of Finance and Economic Planning, P.O. Box MB40, Accra. Attn. Director ERM-M, at least 21 days before the deadline submission of tenders. The publication reference must be referred to as shown in item 1) for. The Contracting Authority must reply to all tenderers' questions at least 11 days before the deadline for submission of tenders. Eventual clarifications or minor changes to the tender dossier shall be published at the latest 11 days before the submission deadline on the EuropeAid website at: https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome 19. Deadline for submission of tenders Monday 5th of July, 2010 at 10:00 a.m. at The National Authorizing Officer of the EDF, Ministry of Finance and Economic Planning, P.O. Box MB40, Accra. Attn. Dierector ERM-M. ROOM 318. Any tender received after this deadline will not be considered. 20. Tender opening session Monday 5th of July, 2010 at 10:30 a.m. at the Ministry of Finance and Economic Planning Conference Room, Accra. 21. Language of the procedure All written communications for this tender procedure and contract must be in English. 22. Legal basis ACP-EC Partnership Agreement signed at Cotonou on 23 June 2000 as amended on 25 June 2005 and in 2008 (Annex IV) EuropeAid/ 130125/M/SUP/GH Page 6/76
  7. 7. EuropeAid/ 130125/M/SUP/GH Page 7/76
  8. 8. A. INSTRUCTIONS TO TENDERERS EuropeAid/ 130125/M/SUP/GH Page 8/76
  9. 9. 1 A. INSTRUCTIONS TO TENDERERS PUBLICATION REF.: EuropeAid/ 130125/M/SUP/GH In submitting a tender, the tenderer accepts in full and without restriction the special and general conditions governing this contract as the sole basis of this tendering procedure, whatever its own conditions of sale may be, which it hereby waives. Tenderers are expected to examine carefully and comply with all instructions, forms, contract provisions and specifications contained in this tender dossier. Failure to submit a tender containing all the required information and documentation within the deadline specified will lead to the rejection of the tender. No account can be taken of any reservation in the tender as regards the tender dossier; any reservation may result in the immediate rejection of the tender without further evaluation. These Instructions set out the rules for the submission, selection and implementation of contracts financed under this call for tenders, in conformity with the provisions of the Practical Guide to contract procedures for EC external actions, which is applicable to the present call (available on the Internet at this address: http://ec.europa.eu/europeaid/work/procedures/index_en.htm). 1 Supplies to be provided The subject of the contract is the supply, delivery, maintenance, after-sales service by the Contractor of the following goods: Lot 1 - Laboratory analytical equipment; Lot 2 - Forensic light sources; Lot 3 - Facial composition system. in three lots to The Ghana Police Service Headquarters, Accra, Ghana, DDP. The delivery period will be1 within 90 days after contractor signature. 1.1 The supplies described under this tender must be accompanied by spare parts and/or of consumables. Neither the unit price nor the overall price of the spare parts will figure in the evaluation of the tender, except where the unit price or the number of parts varies substantially between the tenders received. The list of spare parts must be drawn up by the tenderer in the light of its professional experience and taking account of the places of use; it must show the unit prices of the parts, calculated on the basis of Article 11 (below). Nevertheless, the Contracting Authority reserves the right to alter the list of spare parts; any changes will appear in the contract. 1 DDP (Delivered Duty Paid) - Incoterms 2000 International Chamber of Commerce - http://www.iccwbo.org/incoterms/id3040/index.html EuropeAid/ 130125/M/SUP/GH Page 9/76
  10. 10. 1.2 Tenderers are not authorised to tender for a variant in addition to the present tender. 2 Participation 2.1 Participation in tendering is open on equal terms to natural and legal persons (participating either individually or in a grouping (consortium) of tenderers) from ACP States and Member States of the European Union and international organisations. 3 Origin 3.1 Unless otherwise provided in the contract, all supplies and materials purchased must originate in a Member State of the Community and/or the ACP States. In this context, the definition of the concept of "originating products" shall be assessed by reference to the relevant international agreements, especially Protocol 1 included in Annex V of the ACP-EU Partnership Agreement, and supplies originating in the Community shall include supplies originating in the Overseas Countries and Territories. 4 Currency 4.1 Tenders must be presented in euro2. 5 Lots 5.1 The tenderer may submit a tender for several or all of the lots. 5.2 Each lot will form a separate contract and the quantities indicated for different lots will be indivisible. The tenderer must offer the whole of the quantity or quantities indicated for each lot. Under no circumstances must tenders for part of the quantities required be taken into consideration. If the tenderer is awarded more than one lot, a single contract may be concluded covering all those lots. 5.3 A tenderer may include in its tender the overall discount it would grant in the event of some or all of the lots for which it has submitted a tender being awarded. The discount should be clearly indicated for each lot in such a way that it can be announced during the public tender opening session. 5.4 Contracts will be awarded lot by lot, but the Contracting Authority may select the most favourable overall solution after taking account of any discounts offered. 6 Period of validity 6.1 Tenderers shall be bound by their tenders for a period of 90 days from the deadline for the submission of tenders. 7 Language of offers 7.1 The offers, all correspondence and documents related to the tender exchanged by the tenderer and the Contracting Authority must be written in the language of the procedure which is English. If the supporting documents are not written in one of the official languages of the European Union, a translation into the language of the call for tender must be attached. Where the documents are in an official language of the European Union other than the one of the procedure, it is however strongly recommended to provide 2 The currency of tender shall be the currency of the contract and of payment. EuropeAid/ 130125/M/SUP/GH Page 10/76
  11. 11. a translation into the language of the call for tenders, in order to facilitate the evaluation of the documents. 8 Submission of tenders 8.1 Tenders must be received before the deadline specified in 8.3. They must include all the documents specified in point 9 of these Instructions and be sent to the following address: National Authorizing Officer for EDF Ministry of Finance and Economic Planning Room 318 P.O. Box MB 40 Accra Tenders must comply with the following conditions: 8.2 All tenders must be submitted in one original, marked “original”, and 4 (four) copies signed in the same way as the original and marked “copy”. 8.3 All tenders must be received at National Authorizing Officer for EDF before the deadline date and time, Monday 5th of July, 2010 at 10:00 a.m.., by registered letter with acknowledgement of receipt or hand-delivered against receipt signed by National Authorizing Officer for EDF. 8.4 All tenders, including annexes and all supporting documents, must be submitted in a sealed envelope bearing only: a) the above address; b) the reference code of this tender procedure, EuropeAid/ 130125/M/SUP/GH; c) the words “Not to be opened before the tender opening session” in the language of the tender dossier; d) the name of the tenderer. The technical and financial offers must be placed together in a sealed envelope. The envelope should then be placed in another single sealed envelope/package, unless their volume requires a separate submission for each lot. Any alteration or withdrawal of the submitted offer has to be submitted under the same conditions as above before the submission deadline. 9 Content of tenders All tenders submitted must comply with the requirements in the tender dossier and comprise: Part 1: Technical offer: • a detailed description of the supplies tendered in conformity with the technical specifications, including any documentation required, including if applicable; - a list of the manufacturer's recommended spare parts and consumables; - a proposal for after-sales service over 2 years; - technical proposals related to ancillary services. The technical offer should be presented as per template (annex II+III*, the contractor’s technical offer) completed when and if necessary by separate sheets for details. Part 2: Financial offer: EuropeAid/ 130125/M/SUP/GH Page 11/76
  12. 12. • A financial offer calculated on a basis of DDP3 for the supplies tendered, including if applicable: - financial proposal for spare parts and consumables for use over 2 years (with itemised pricelist); - financial proposal for after-sales services for 2 years; - financial proposal related to ancillary services. This financial offer should be presented as per template (annex IV*, budget breakdown), and if necessary completed by separate sheets for the details. • An electronic version of the financial offer. Part 3: Documentation: To be supplied following templates in annex*: • The “Tender Form for a Supply Contract”, duly completed, which includes the tenderer’s declaration, point 7, (from each member if a consortium): • The details of the bank account into which payments should be made (financial identification form) (Where the tenderer has already signed another contract with the European Commission, it may provide instead of the financial identification form either its financial identification form number or a copy of the financial identification form provided on that occasion, unless a change occurred in the meantime) • The legal entity file and the supporting documents (Where the tenderer has already signed another contract with the European Commission, it may provide instead of the legal entity sheet and its supporting documents either its legal entity number or a copy of the legal entity sheet provided on that occasion, unless a change in its legal status occurred in the meantime.) To be supplied on free formats: • A description of the warranty conditions, which must be in accordance with the conditions laid down in Article 32 of the General Conditions. • A statement by the tenderer attesting the origin of the supplies tendered (or other proofs of origin). • Duly authorised signature: an official document (statutes, power of attorney, notary statement, etc.) proving that the person who signs on behalf of the company/joint venture/consortium is duly authorised to do so. • An official brochure with all technical specifications Remarks: Tenderers are requested to follow this order of presentation. Annex* refers to templates attached to the tender dossier. These templates are also available on: http://ec.europa.eu/europeaid/work/procedures/index_en.htm 10 Pricing 10.1Tenderers will be deemed to have satisfied themselves, before submitting their tender(s), as to (its)(their) correctness and completeness, to have taken account of all that is required for the full and proper execution of the contract and to have included all costs in their rates and prices. 10.2Depending on whether the supplies proposed are manufactured locally or are to be imported into the country of the Beneficiary, Tenderers must quote, by lot, unit (and overall) prices for their tenders on one of the following bases: 3 DDP (delivered duty paid) - Incoterms 2000 International Chamber of Commerce - http://www.iccwbo.org/incoterms/id3040/index.html EuropeAid/ 130125/M/SUP/GH Page 12/76
  13. 13. a) for supplies manufactured locally, unit and overall prices must be quoted for delivery to the place of destination and in accordance with the above conditions, excluding all domestic taxation applicable to their manufacture and sale; b) for supplies to be imported into the country of the Beneficiary, unit and overall prices must be quoted for delivery to the place of destination and in accordance with the above conditions, excluding all duties and taxes applicable to their importation and VAT, from which they are exempt. 10.3Whatever the origin of the supplies, the contract is exempt from stamp and registration duties. 10.4The prices for the contract are fixed and not subject to revision, unless otherwise stipulated in the Special Conditions. 11 Additional information before the deadline for submission of tenders The tender dossier should be clear enough to preclude the need for tenderers to request additional information during the procedure. If the Contracting Authority, either on its own initiative or in response to a request from a prospective tenderer, provides additional information on the tender dossier, it must send such information in writing to all other prospective tenderers at the same time. Tenderers may submit questions in writing to the following address up to 21 days before the deadline for submission of tenders, specifying the publication reference and the contract title: The National Authorizing Officer for EDF Ministry of Finance and Economic Planning Room 318 P.O. Box MB 40 Accra Fax: +233 302 669475 The Contracting Authority has no obligation to provide clarifications after this date. Any clarification of the tender dossier will be published on the EuropeAid website at https://webgate.ec.europa.eu/europeaid/online-services/index.cfm?do=publi.welcome and will be communicated simultaneously in writing to all the tenderers at the latest 11 days before the deadline for submission of tenders. Any prospective tenderers seeking to arrange individual meetings with either the Contracting Authority and/ or the European Commission during the tender period may be excluded from the tender procedure. 12 Clarification meeting / site visit 12.1 No clarification meeting / site visit planned. 13 Opening of tenders 13.1The tenders will be opened in public session on Monday 5th of July , 2010, 10:30 a.m. local time at Ministry of Finance and Economic Planning, Room 318, P.O. Box MB 40, Accra by the committee appointed for the purpose. The committee will draw up minutes of the meeting, which will be available on request. 13.2Any attempt by a tenderer to influence the evaluation committee in the process of examination, clarification, evaluation and comparison of tenders, to obtain information on how the procedure is progressing or to influence the Contracting Authority in its decision concerning the award of the contract will result in the immediate rejection of its tender. EuropeAid/ 130125/M/SUP/GH Page 13/76
  14. 14. 14 Evaluation of tenders 14.1Examination of the administrative conformity of tenders The aim at this stage is to check that tenders comply with the essential requirements of the tender dossier. A tender is deemed to comply if it satisfies all the conditions, procedures and specifications in the tender dossier without substantially departing from or attaching restrictions to them. 14.2Technical evaluation After analysing the tenders deemed to comply in administrative terms, the evaluation committee will rule on the technical admissibility of each tender, classifying it as technically compliant or non- compliant. The minimum qualifications required (see selection criteria in Procurement Notice point 16) are to be evaluated at the start of this stage. Where contracts include after-sales service and/or training, the technical quality of such services will also be evaluated by using yes/no criteria as specified in the tender dossier. 14.3Financial evaluation a) Tenders found to be technically compliant shall be checked for any arithmetical errors in computation and summation. Errors will be corrected by the evaluation committee as follows: - where there is a discrepancy between amounts in figures and in words, the amount in words will be the amount taken into account; - except for lump-sum contracts, where there is a discrepancy between a unit price and the total amount derived from the multiplication of the unit price and the quantity, the unit price as quoted will be the price taken into account. b) Amounts corrected in this way will be binding on the tenderer. If the tenderer does not accept them, its tender will be rejected. 14.4Award criteria The sole award criterion will be the price. The contract will be awarded to the lowest compliant tender. Where tenders of equivalent economic and technical quality are compared, preference shall be given to the widest participation of ACP States. See further section 2.4.10 of the Practical Guide to contract procedures for EC external actions. 15 Signature of the contract and performance guarantee 15.1The successful tenderer will be informed in writing that its tender has been accepted (notification of award). 15.2The successful tenderer shall provide evidence of the financial and economic standing and the technical and professional capacity according to the selection criteria for this call for tender specified in the procurement notice, point 16. The documentary proofs required are listed in sections 2.4.11.1.3 and 2.4.11.1.4 of the Practical Guide to contract procedures for EC external actions. In case no evidence is provided no pre-financing can be made unless a financial guarantee of an equivalent amount is provided. 15.3Within 30 days of receipt of the contract already signed by the Contracting Authority, the selected tenderer must sign and date the contract and return it, with the performance guarantee (if applicable), to the Contracting Authority. On signing the contract, the successful tenderer will become the Contractor and the contract will enter into force. EuropeAid/ 130125/M/SUP/GH Page 14/76
  15. 15. 15.4The performance guarantee referred to in the General Conditions is set at 5 % of the amount of the contract and must be presented in the form specified in the annex to the tender dossier. It will be released within 45 days of the issue of the final acceptance certificate by the Contracting Authority, except for the proportion assigned to after-sales service. 16 Tender guarantee No tender guarantee required 17 Cancellation of the tender procedure In the event of a tender procedure's cancellation, tenderers will be notified by the Contracting Authority. If the tender procedure is cancelled before the tender opening session the sealed envelopes will be returned, unopened, to the tenderers. Cancellation may occur where: • the tender procedure has been unsuccessful, namely where no qualitatively or financially worthwhile tender has been received or there has been no response at all; • the economic or technical parameters of the project have been fundamentally altered; • exceptional circumstances or force majeure render normal implementation of the project impossible; • all technically compliant tenders exceed the financial resources available; • there have been irregularities in the procedure, in particular where these have prevented fair competition. In no event shall the Contracting Authority be liable for any damages whatsoever including, without limitation, damages for loss of profits, in any way connected with the cancellation of a tender procedure even if the Contracting Authority has been advised of the possibility of damages. The publication of a procurement notice does not commit the Contracting Authority to implement the programme or project announced. 18 Appeals Tenderers believing that they have been harmed by an error or irregularity during the award process may file a complaint. See further section 2.4.15 of the Practical Guide at http://ec.europa.eu/europeaid/index_en.htm NOTE For additional information, please refer to the Practical Guide to contract procedures for EC external actions which provisions apply to the current procedure. http://ec.europa.eu/europeaid/index_en.htm EuropeAid/ 130125/M/SUP/GH Page 15/76
  16. 16. B. DRAFT CONTRACT AND SPECIAL CONDITIONS, INCLUDING ANNEXES EuropeAid/ 130125/M/SUP/GH Page 16/76
  17. 17. DRAFT CONTRACT SUPPLY CONTRACT FOR EUROPEAN UNION EXTERNAL ACTIONS N° <Contract number> FINANCED FROM THE EDF The National Authorizing Officer for EDF Ministry of Finance and Economic Planning P.O. Box MB 40 Accra ("The Contracting Authority"), of the one part, and <Full official name of Contractor> [Legal status/title]4 [Official registration number]5 [Full official address] [VAT number]6, (“the Contractor”) of the other part, have agreed as follows: CONTRACT TITLE Equipment and Software for the Forensic Science Laboratory of the Criminal Investigation Department Identification number: EuropeAid/ 130125/M/SUP/GH Article 1 Subject 1.1 The subject of the contract is the supply, delivery, installation, commissioning, maintenance, after- sales service by the Contractor of laboratory analytical equipment (gas chromatograph with flame ionisation detector and libraries), forensic light sources and facial composition system as well as provision of associated training of the following supplies: Lot 1 - Laboratory analytical equipment; Lot 2 - Forensic light sources; Lot 3 - Facial composition system. 4 Where the contracting party is an individual. 5 Where applicable. For individuals, mention their ID card or passport or equivalent document – number. 6 Except where the contracting party is not VAT registered. EuropeAid/ 130125/M/SUP/GH Page 17/76
  18. 18. The place of acceptance of the supplies shall be at the Ghana Police Service Headquarters Accra, Ghana, the time limits for delivery shall be 120 days after the signature of the contract by both parties and the Incoterm applicable shall be DDP7. The implementation period of tasks shall run from the signature of the contract by both parties to the date for provisional acceptance. 1.2 The Contractor shall comply strictly with the terms of the Special Conditions and the technical annex. 1.3 The supplies which form the subject of the contract must be accompanied by the spare parts described by the Contractor in its tender and by the accessories / other items necessary for using the goods over a period of 2 years, as specified in the Instructions to Tenderers. Article 2 Origin All supplies and materials purchased must originate in a Member State of the European Union and/or the ACP States. A certificate of origin for the supplies must be provided by the Contractor at the latest when it requests provisional acceptance of the supplies. Failure to comply with this condition may result in the termination of the contract. The definition of the concept of "originating products" shall be assessed by reference to the relevant international agreements, especially Protocol 1 included in Annex V of the ACP-EU Partnership Agreement, and supplies originating in the European Union shall include supplies originating in the Overseas Countries and Territories. Article 3 Price 3.1 The price of the supplies shall be that shown on the financial offer (specimen in Annex IV). 3.2 Payments shall be made in accordance with the General and/or Special Conditions (Articles 26 to 28). Article 4 Order of precedence of contract documents The contract is made up of the following documents, in order of precedence: - the contract agreement; - the Special Conditions - the General Conditions (Annex I); - the Technical Specifications (Annex II [including clarifications before the deadline for submission of tenders and minutes from the information meeting/site visit]; - the Technical Offer (Annex III [including clarifications from the tenderer provided during tender evaluation]; - the budget breakdown (Annex IV); - (specified forms and other relevant documents (Annex V); The various documents making up the contract shall be deemed to be mutually explanatory; in cases of ambiguity or divergence, they shall prevail in the order in which they appear above. 7 DDP (Delivered Duty Paid) - Incoterms 2000 International Chamber of Commerce - http://www.iccwbo.org/incoterms/id3040/index.html EuropeAid/ 130125/M/SUP/GH Page 18/76
  19. 19. Done in English in three originals, one original being for the Contracting Authority, one original being for the European Commission, and one original being for the Contractor. For the Contractor For the Contracting Authority Name: Name: Title: Title: Signature: Signature: Date: Date: Endorsed for financing by the European Union Name: Title: Signature: Date: EuropeAid/ 130125/M/SUP/GH Page 19/76
  20. 20. SPECIAL CONDITIONS CONTENTS MINISTRY OF FINANCE AND...............................................................................................................................1 ECONOMIC PLANNING......................................................................................................................................1 FINANCED BY THE..............................................................................................................................................................1 A. INSTRUCTIONS TO TENDERERS ............................................................................................8 1 A. INSTRUCTIONS TO TENDERERS...........................................................................................9 1 SUPPLIES TO BE PROVIDED......................................................................................................9 1 SUPPLIES TO BE PROVIDED......................................................................................................9 2 PARTICIPATION 10 2 PARTICIPATION 10 3 ORIGIN 10 3 ORIGIN 10 4 CURRENCY 10 4 CURRENCY 10 6 PERIOD OF VALIDITY................................................................................................................10 6 PERIOD OF VALIDITY................................................................................................................10 7 LANGUAGE OF OFFERS...........................................................................................................10 7 LANGUAGE OF OFFERS...........................................................................................................10 IF THE SUPPORTING DOCUMENTS ARE NOT WRITTEN IN ONE OF THE OFFICIAL LANGUAGES OF THE EUROPEAN UNION, A TRANSLATION INTO THE LANGUAGE OF THE CALL FOR TENDER MUST BE ATTACHED. WHERE THE DOCUMENTS ARE IN AN OFFICIAL LANGUAGE OF THE EUROPEAN UNION OTHER THAN THE ONE OF THE PROCEDURE, IT IS HOWEVER STRONGLY RECOMMENDED TO PROVIDE A TRANSLATION INTO THE LANGUAGE OF THE CALL FOR TENDERS, IN ORDER TO FACILITATE THE EVALUATION OF THE DOCUMENTS.. .10 8 SUBMISSION OF TENDERS......................................................................................................11 8 SUBMISSION OF TENDERS......................................................................................................11 9 CONTENT OF TENDERS............................................................................................................11 9 CONTENT OF TENDERS............................................................................................................11 10 PRICING 12 10 PRICING 12 11 ADDITIONAL INFORMATION BEFORE THE DEADLINE FOR SUBMISSION OF TENDERS13 11 ADDITIONAL INFORMATION BEFORE THE DEADLINE FOR SUBMISSION OF TENDERS13 12 CLARIFICATION MEETING / SITE VISIT.................................................................................13 12 CLARIFICATION MEETING / SITE VISIT.................................................................................13 13 OPENING OF TENDERS...........................................................................................................13 13 OPENING OF TENDERS...........................................................................................................13 14 EVALUATION OF TENDERS....................................................................................................14 14 EVALUATION OF TENDERS....................................................................................................14 15 SIGNATURE OF THE CONTRACT AND PERFORMANCE GUARANTEE..............................14 15 SIGNATURE OF THE CONTRACT AND PERFORMANCE GUARANTEE..............................14 16 TENDER GUARANTEE.............................................................................................................15 EuropeAid/ 130125/M/SUP/GH Page 20/76
  21. 21. 16 TENDER GUARANTEE.............................................................................................................15 17 CANCELLATION OF THE TENDER PROCEDURE ................................................................15 17 CANCELLATION OF THE TENDER PROCEDURE ................................................................15 18 APPEALS 15 18 APPEALS 15 B. 16 DRAFT CONTRACT AND SPECIAL CONDITIONS, INCLUDING ANNEXES.............................16 DRAFT CONTRACT 17 19 ARTICLE 2 LAW APPLICABLE....................................................................................................23 Article 4 Communications.................................................................................................................................................23 ARTICLE 9 THE CONTRACTOR'S OBLIGATIONS.....................................................................23 ARTICLE 10 ORIGIN23 ARTICLE 11 PERFORMANCE GUARANTEE..............................................................................23 Article 13 Programme of implementation of the tasks (timetable).....................................................................................24 ARTICLE 14 CONTRACTOR'S DRAWINGS................................................................................24 ARTICLE 15 TENDER PRICES.....................................................................................................24 ARTICLE 17 PATENTS AND LICENCES.....................................................................................24 ARTICLE 18 COMMENCEMENT ORDER....................................................................................24 ARTICLE 19 PERIOD OF IMPLEMENTATION OF THE TASKS..................................................24 ARTICLE 22 VARIATIONS...........................................................................................................24 ARTICLE 24 QUALITY OF SUPPLIES.........................................................................................25 ARTICLE 25 INSPECTION AND TESTING..................................................................................25 ARTICLE 26 METHODS OF PAYMENT.......................................................................................25 ARTICLE 29 DELIVERY................................................................................................................25 ARTICLE 31 PROVISIONAL ACCEPTANCE...............................................................................26 ARTICLE 32 WARRANTY.............................................................................................................26 ARTICLE 33 AFTER-SALES SERVICE........................................................................................26 ARTICLE 40 SETTLEMENT OF DISPUTES.................................................................................26 TECHNICAL SPECIFICATIONS + TECHNICAL OFFER..............................................................28 ANNEX II + III: TECHNICAL SPECIFICATIONS + TECHNICAL OFFER....................................29 BUDGET BREAKDOWN (MODEL FINANCIAL OFFER).............................................................51 ANNEX IV : BUDGET BREAKDOWN (MODEL FINANCIAL OFFER).........................................52 FORMS 57 2 ANNEX V: MODEL PERFORMANCE GUARANTEE.................................................................58 ANNEX V: PRE-FINANCING GUARANTEE FORM.....................................................................59 SIGNATURE: …………….. DATE: <DATE>.................................................................................59 TAX AND CUSTOMS ARRANGEMENTS ....................................................................................62 3 ANNEX VI : TAX AND CUSTOMS ARRANGEMENTS..............................................................63 ADMINISTRATIVE COMPLIANCE GRID......................................................................................65 EVALUATION GRID 66 D. TENDER FORM FOR A SUPPLY CONTRACT........................................................................67 D. TENDER FORM FOR A SUPPLY CONTRACT.........................................................................68 EuropeAid/129-498/M/SUP/GH Page 21/76
  22. 22. EuropeAid/129-498/M/SUP/GH Page 22/76
  23. 23. These conditions amplify and supplement, if necessary, the General Conditions governing the contract. Unless the Special Conditions provide otherwise, those General Conditions remain fully applicable. The numbering of the Articles of the Special Conditions is not consecutive but follows the numbering of the Articles of the General Conditions. In exceptional cases, and with the authorisation of the competent Commission departments, other clauses may be introduced to cover specific situations. Article 2 Law applicable 2.1 Republic of Ghana law shall apply in all matters not covered by the provisions of the contract. 2.2 The language used shall be English. Article 4 Communications Any written communication relating to this Contract between the Contracting Authority and/or the Project Manager, on the one hand, and the Contractor on the other must state the Contract title and identification number, and must be sent by post, fax, e-mail or by hand. The Contracting Authority The National Authorizing Officer for EDF Ministry of Finance and Economic Planning P.O. Box MB 40 Accra The Contractor <Indicate here the name and address of the contractor> Article 6 Subcontracting In the selection of subcontractors preference shall be given by the Contractor to natural persons, companies or firms of ACP States capable of implementing the tasks required on similar terms. Article 9 The Contractor's obligations 9.6 The Contractor shall take the necessary measures to ensure the visibility of the European Union financing or co-financing. These measures must comply with the rules in the Communication and Visibility Manual for EU External Actions published by the European Commission: http://ec.europa.eu/europeaid/work/visibility/index_en.htm Article 10 Origin 10.1All supplies and materials purchased must originate in a Member State of the Community and/or the ACP States. In this context, the definition of the concept of "originating products" shall be assessed by reference to the relevant international agreements, especially Protocol 1 included in Annex V of the ACP-EU Partnership Agreement, and supplies originating in the Community shall include supplies originating in the Overseas Countries and Territories. Article 11 Performance guarantee The amount of the performance guarantee shall be 5% of the Contract Value and the part in respect of after sales service including any amounts stipulated in addenda to the contract. EuropeAid/ 130125/M/SUP/GH Page 23/76 Page 23 of 76
  24. 24. Article 13 Programme of implementation of the tasks (timetable) 1. Provisional and final acceptance and testing will be performed by the Ghana Police Service, Accra, GHANA. 2. Provisional/final acceptance certificates shall be signed by the Contracting Authority, Accra, GHANA. Article 14 Contractor's drawings No drawings are required from the Supplier. Article 15 Tender prices The Tender prices are DDP Accra, GHANA at the premises specified in Article 13. Tender prices include for all delivery charges, unloading and any other transportation charges. Article 16 Tax and customs arrangements The provisions regarding tax and customs arrangements are laid down in Annex VI of the contract. Article 17 Patents and licences No derogation from Article 17 of the General Conditions is foreseen. Article 18 Commencement order 18.1Implementation of the tasks (delivery of supplies, installation) shall commence after signature of the contract by both parties. Article 19 Period of Implementation of the tasks 19.1Supplies must be delivered and ready for operation within 90 days after the signature of the contract by both parties. Article 22 Variations The Contracting Authority reserves the right, to vary the quantities specified at the time of contracting and during the validity of the contract within a range of +/- 100%. The total value of the supplies may not rise or fall as a result of the variation in the quantities by more than 25% of the tender price. The unit prices used in the tender shall be applicable to the quantities procured under the variation. EuropeAid/ 130125/M/SUP/GH Page 24/76 Page of 76
  25. 25. Article 24 Quality of supplies Preliminary technical acceptance is not foreseen. Article 25 Inspection and testing Inspection and testing of supplies will take place at the Ghana Police Service Headquarters Accra, GHANA. Article 26 Methods of payment 26.1 Payments shall be made in euro. Payments shall be authorised and made by the Ministry of Finance and Economic Planning, P. O. Box M40, Accra and the Delegation of the European Union to Ghana, P.O. Box 9505 KIA, Accra, Ghana. Phone: (+233) 21 77 42 02, Fax: (+233) 21 77 41 54. In order to obtain payments, the Contractor must forward to the authority referred to in paragraph 26.1 above: a) For the 60% pre-financing, in addition to the payment request, the performance guarantee. If a pre-financing is requested and this payment exceeds EUR 150.000, or if no proof documents have been provided for the selection criteria, the Contractor must provide a financial guarantee for the full amount of the pre-financing payment. b) For the 40% balance, the invoice(s) in triplicate following provisional acceptance of the supplies. 26.3 By derogation the sums due shall be paid within no more than 90 calendar days. 26.4 By derogation the period shall be 90 days. 26.9 Price revision The contract does not include a price revision clause. Article 29 Delivery 29.1The Contractor shall bear all risks relating to the goods until provisional acceptance at destination. The supplies shall be packaged so as to prevent their damage or deterioration in transit to their destination. 29.3The packaging shall become the property of the recipient subject to respect for the environment. 29.5/6All deliveries must be accompanied by a Statement to say that the goods fully comply with the Terms and Conditions of the Contract and Technical Specification, and a delivery note and a copy of the Certificate of Origin. All packages should be marked as follows: Financed by EDF Project number: 9 ACP GH 29 Project title: Support to the Ghana Police Service Tender: Supply of Equipment and Software for the Forensic Science Laboratory of the Criminal Investigation Department EuropeAid/ 130125/M/SUP/GH Page 25/76 Page of 76
  26. 26. Article 31 Provisional acceptance The Certificate of Provisional Acceptance must be issued using the template in Annex C11. Article 32 Warranty The Contractor shall warrant that the supplies are new, unused, of the most recent models and incorporate all recent improvements in design and materials. The Contractor shall further warrant that none of the supplies have any defect arising from design, materials or workmanship. This warranty shall remain valid for at least two years after provisional acceptance. Article 33 After-sales service The Contractor shall provide or secure the provision of reliable and regular after-sales and maintenance service thereafter at the place of destination guaranteeing the upkeep and repair of the goods supplied and the rapid replenishment of spare parts. The Contractor shall state in detail how he proposes to meet this obligation including the duration for which the service is guaranteed available beyond 24 months period as specified in the Technical Specifications. Article 40 Settlement of disputes Any dispute arising out of or relating to this contract which cannot be settled otherwise shall: (a) in the case of a national contract, be settled in accordance with the national legislation of the state of the contracting authority; and (b) in the case of a transnational contract, be settled either: (i) if the parties to the contract so agree, in accordance with the national legislation of the beneficiary country or its established international practices; or (ii) by arbitration in accordance with the Procedural rules on conciliation and arbitration of contracts financed by the European Development Fund, adopted by Decision 3/90 of the ACP-EEC Council of Ministers of 29 March 1990 (Official Journal No L 382, 31.12.1990)(see General Annex A 12] EuropeAid/ 130125/M/SUP/GH Page 26/76 Page of 76
  27. 27. ANNEX I GENERAL CONDITIONS Available also at: http://ec.europa.eu/europeaid/work/procedures/index_en.htm EuropeAid/ 130125/M/SUP/GH Page 27/76 Page 27 of 76
  28. 28. ANNEX II + III TECHNICAL SPECIFICATIONS + TECHNICAL OFFER EuropeAid/ 130125/M/SUP/GH Page 28/76 Page 28 of 76
  29. 29. ANNEX II + III: TECHNICAL SPECIFICATIONS + TECHNICAL OFFER Contract title: Vehicles for Equipping the Forensic Science Laboratory of the Criminal Investigation Department Publication reference: Column 1-2 should be completed by the Contracting Authority Column 3-4 should be completed by the tenderer Column 5 is reserved for the evaluation committee Annex III - the Contractor's technical offer The tenderers are requested to complete the template on the next pages: • Column 2 is completed by the Contracting Authority shows the required specifications (not to be modified by the tenderer), • Column 3 is to be filled in by the tenderer and must detail what is offered (for example the words “compliant” or “yes” are not sufficient) • Column 4 allows the tenderer to make comments on its proposed supply and to make eventual references to the documentation The eventual documentation supplied should clearly indicate (highlight, mark) the models offered and the options included, if any, so that the evaluators can see the exact configuration. Offers that do not permit to identify precisely the models and the specifications may be rejected by the evaluation committee. The offer must be clear enough to allow the evaluators to make an easy comparison between the requested specifications and the offered specifications. EuropeAid/ 130125/M/SUP/GH Page 29/76 Page 29 of 76
  30. 30. Lot 1. Laboratory Analytical Equipment Lot 1. Laboratory Analytical Equipment 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes 1/1. Gas chromatograph with flame ionization detector (FID) – 1 unit. 1. Column oven: - column oven must accommodate up to two capillary (up to 105 m X 0,530 mm id) columns; - programmably controlled column oven; - column oven temperature range (ambient+5 oC) – 450 oC in 1 degree increments; - temperature accuracy ± 1 %; - not less than 20 oven ramps; - max. ramp rate not less than 100 oC/min; - dual analytical column thermal protection (one is set by producer, other – user adjustable). 2. Flow control: - programmable flow and pressure control for all gases, including septum purge, split and detector gases; EuropeAid/ 130125/M/SUP/GH Page 30 of 76
  31. 31. Lot 1. Laboratory Analytical Equipment 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes - carrier gas control modes – constant pressure and flow modes; - gas saving mode; - supported gas pressure range for carrier gas not less than 0 - 970 kPa; - total flow range of 0-200 mL/min for nitrogen and 0-1.000 mL/min for hydrogen and helium; - user selectable for pressure or flow mode; - multiple flow rate ramp programming. 3. Injection port: - temperature controlled capillary split/splitless injection port; - split/splitless injection modes; - programmable temperature and gas pressure/flow control; - programmable temperature range up to 450 oC. 4. Autoinjector: - electronic motor actuation with position feedback and control; EuropeAid/ 130125/M/SUP/GH Page 31 of 76
  32. 32. Lot 1. Laboratory Analytical Equipment 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes - sample management – sample capacity 2 mL (1,5 mL) vials; - samples tray (carousel) capacity – not less then 100 vials; - sample sequencing – random access, priority sample and method insertion, variable speed, sampling depth, dwell time and viscosity delay; - possible syringe capacity – 0.5, 1, 5, 10, 25, 50, 100 μL; - two syringe rinse solvents (solvent A, solvent B); - programmably controlled number of sample prewashes, sample injection volume, selection of rinsing solvent, number of rinses. 5. Flame ionization detector: - temperature range up to 450 oC; - min. detected quantity 1.8 pg C/s (dodecane); - Linear dynamic range 107. 6. Others: - counters of consumables (e.g. septa, liners etc.); EuropeAid/ 130125/M/SUP/GH Page 32 of 76
  33. 33. Lot 1. Laboratory Analytical Equipment 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes - operating temperature range 4 oC to 35oC; - power requirements – AC 230 V, 50/60 Hz. 7. PC and software – 1 unit. PC: - operating system Windows XP Professional or Windows Vista or similar; - processor dual/quad core, 2 GHz, cache memory 2 MB L2 cache, memory (RAM) 4 GB DDR2 DIMM; graphic card compatible with software with 256 MB memory, hard drive 640 GB 7200 rpm, DVD+-RW optical disk drive, built-in Ethernet 10-100BT network, 6 USB 2.0 ports, mouse, keyboard. - LCD display 24", max resolution 1920X1080, colour support 24-bit, max. synch. rate 75 Hz X 61 kHz, response time 2 ms. - operating temperature range 4 oC to 35oC; - power requirements – AC 230 V, 50/60 Hz. Software: - full gas chromatograph, autoinjector, detector remote, data collection, data reprocessing and EuropeAid/ 130125/M/SUP/GH Page 33 of 76
  34. 34. Lot 1. Laboratory Analytical Equipment 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes storage, reports generation. 8. Spare parts and consumables: • - installation and start kit – 1 unit; • • - column – 30 m X 0,25 mm (i.d.) X 0.25 µm (film thickness) PH ME siloxane 5% crosslinked (HP-5 or analog) low bleeding capillary column – 3 units; • • - injector inlet septum – 200 pcs; • • - O-ring for injector liner – 50 pcs. • • - injector liner, splitless mode – 20 pcs.; • • - injector liner, split mode – 30 pcs.; • • - capillary column ferrule (injector fitting) – 40 pcs.; • • - capillary column ferrule (detector fitting) – 40 pcs; • • - syringe for autoinjector, 10 μL capacity, conical needle point style – 20 pcs.; • • - 2 mL (1,5 mL) capacity clear glass vials with plastic caps and septa, wide opening – 2000 pcs.; EuropeAid/ 130125/M/SUP/GH Page 34 of 76
  35. 35. Lot 1. Laboratory Analytical Equipment 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes • 200 μL glass insert with plastic bottom spring – 500 pcs. 9. Warranty and post-warranty service - Awarded tenderers must include minimum 2 years free warranty and maintenance service, starting from the equipment acceptance date, including: - Business day 8:30 – 16:30 (local time) telephone support; - Business day 8:30 – 16:30 (local time) online support; - Equipment related problems must be solved within 2 working days after reporting the problem during standard business hours. Problems reported on weekends or on Ghana national holidays must be solved during two working days counting from first working day after weekend or national holidays. - Awarded Tenderer will be responsible for and cover all costs related to the warranty service of equipment. - Maintenance and warranty services (after free warranty and maintenance period) are out of scope of this tender and will be regulated with separate contracts. However, in order to be able to EuropeAid/ 130125/M/SUP/GH Page 35 of 76
  36. 36. Lot 1. Laboratory Analytical Equipment 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes calculate the cost of ownership (equipment costs and maintenance prices for equipment lifecycle), it is mandatory to provide maintenance prices for additional 12 month (after the end of the free warranty and maintenance period) for the equipment. 10. Training At least 40-hour training for minimum two (2) chemists should take place and cover all aspects of operation and routine maintenance at working place. The training course for chemists will take place in Accra, Republic of Ghana or at any other suitable location specified by the supplier given that all travel and accommodation costs of trainees are covered by the supplier. The language of all training classes will be English. Training shall be scheduled immediately after equipment installation and commissioning. Tenderers must specify the detailed schedule of chemists’ trainings, which will contain minimum these elements and duration: i) 16 hrs. training on GC/FID theory; ii) 16 hrs. training on software and equipment operation; iii) 8 hrs. training on instrument maintenance. Library/libraries of FT-IR spectra for drugs 1/2. and explosives. 1 Unit EuropeAid/ 130125/M/SUP/GH Page 36 of 76
  37. 37. Lot 1. Laboratory Analytical Equipment 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes 1. FT-IR library/libraries must be searchable digital library/libraries, compatible with spectroscopic software of equipment purchased under Item No. 1/1. 2. Library/libraries must contain FTIR spectra of: - narcotic drugs and psychotropic substances under control, poisons, cutting substances, adulterants, precursors and other drug-related compounds; - pharmaceutical substances and non-controlled drugs; - explosive materials. 3. Library/libraries must contain FT-IR spectra, where: - range of measurements – not less than 4000 cm-1 – 600 cm-1; - resolution – not less than 4 cm-1. 4. Training Basic staff (min. 2 persons) training (min 8 hours) on library search. EuropeAid/ 130125/M/SUP/GH Page 37 of 76
  38. 38. Lot 2. Forensic Light Sources Lot 2. Forensic Light Sources 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes Set of Forensic Light Sources - 1 unit. 2/1. 1. Application – general scene of crime investigation; locating of blood stains, body fluids, chemically treated fingerprints. 2. Minimum contents of the set: - white light source; - violet light source; - blue light source; - goggles (8 units); - contrast enhancing filters; - rechargeable batteries (4 units); - battery charger; - carrying case. 3. General requirements for Light Sources: - Power – not less than 75 W; EuropeAid/ 130125/M/SUP/GH Page 38 of 76
  39. 39. Lot 2. Forensic Light Sources 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes - LED technology; - Weight (including battery) – not more than 3,0 kg; 4. Battery charger – must be compatible with 50Hz/220V power supply. 5. White light source: - Applications – general scene of crime investigation; - Wavelength range – 400-700 nm. 6. Violet light source: - Applications – for detecting blood, chemically treated fingerprints; - Wavelength maximum – 425 nm. 7. Blue light source: - Applications – for detecting body fluids, general debris, chemically treated fingerprints; - Wavelength maximum – 450 nm. 8. Goggles: EuropeAid/ 130125/M/SUP/GH Page 39 of 76
  40. 40. Lot 2. Forensic Light Sources 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes - Must fit to face tightly, without gap; - Suitable for use with violet light source – 4 unit; - Suitable for use with blue light source – 4 unit. 9. Contrast enhancing filters: blue, green and red filters to fit white light source. 10. Rechargeable battery (4 units): - Operation time (fully charged) – not less than 45 min.; - Full-charge time – not more than 1 hour. 11. Carrying case: - Waterproof; - Accommodates set of three light sources, filters, accessories and not less than two batteries. 12. Delivery, installation and on-site training: Delivery, installation and on-site training costs for at least two specialists must be included in the price. At least 8-hour training for minimum three (3) specialists should take place and cover all aspects of operation and routine maintenance at EuropeAid/ 130125/M/SUP/GH Page 40 of 76
  41. 41. Lot 2. Forensic Light Sources 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes working place. The training course for specialists will take place in Accra, Republic of Ghana or at any other suitable location specified by the supplier given that all travel and accommodation costs of trainees are covered by the supplier. The language of all training classes will be English. 13. Warranty: Awarded tenderers must include minimum 2 years free warranty and maintenance service, starting from the equipment acceptance date. EuropeAid/ 130125/M/SUP/GH Page 41 of 76
  42. 42. Lot 3. Facial Composition System Lot 3. Facial Composition System 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes 3/1. Facial composition system consisting of software and hardware (laptop computer and printer) - 11 units Short description: a system for creation of photo-like, drawing-like, colour and grayscale images of criminal suspects from eyewitness testimony. 1. Minimum requirements for facial composition software: - Operation environment: Windows XP (32-bit), Windows Vista (32-bit) or Windows 7 (32-bit); Or similar - Auto-install function; - Operation language – English; - User manual in English; EuropeAid/ 130125/M/SUP/GH Page 42 of 76
  43. 43. Lot 3. Facial Composition System 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes - Protection key; - Minimum databases of facial elements for:  black male,  white male,  black female,  white female; - At least 3000 facial elements provided in the database supplied; - Accessory libraries – at least 2000 elements of:  hats,  glasses,  earrings,  piercings, - Extendable libraries - option to extend libraries by adding facial components from own archives - Automated facial ageing function - Fully automated audit trail - every step in the EuropeAid/ 130125/M/SUP/GH Page 43 of 76
  44. 44. Lot 3. Facial Composition System 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes construction process must be time-and-date stamped and recorded on the computer - Compatibility with all standard paint programs such as Adobe Photoshop, Corel Paintshop, Photopaint, etc for image enhancement - The following minimum groups of facial elements must be provided:  shape of head,  eyes,  nose,  lips,  shape of chin,  moustache,  beard,  wrinkles of forehead,  wrinkles of mouth and mimicks; - Minimum features of face: moles, blotches, scars, tattoos, earrings. EuropeAid/ 130125/M/SUP/GH Page 44 of 76
  45. 45. Lot 3. Facial Composition System 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes - Minimum functions of modification of each component independently:  positioning,  scaling,  adjusting contrast and brightness,  Gamma control,  rotating,  horizontal flipping; - Minimum drawing tools:  soft eraser,  airbrush,  smudge tool,  stamp tool,  dodge/burn tool - Mirror reverse rotation function. - Each element must have location correction, magnification, reduction functions. EuropeAid/ 130125/M/SUP/GH Page 45 of 76
  46. 46. Lot 3. Facial Composition System 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes - Export of composed image into JPG file. - Presentation of composed image in the following modes: grayscale and colour. - Preview of images one-by one and in groups. Adjustable speed of preview. - At least the following components (fields) of identification file to be stored together with the composed image: police unit, case number, date, name, surname, age group, age, date of birth, place of birth, gender, ethnicity, personal identification code, family status, address, possible accomplices, hair colour, hair style, eye colour. Additional optional fields to be adjusted by the user: transportation means, weapons, body features (at least 10 fields for the body features): amputations, birth marks, scars, tattoos, earrings. 2. Minimum requirements for technical support: - Technical support service for the period of 2 years including:  all software upgrades and new releases during the contract period. EuropeAid/ 130125/M/SUP/GH Page 46 of 76
  47. 47. Lot 3. Facial Composition System 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes  Technical support telephone line during normal office hours (at least 9am – 5.00pm), Monday to Friday.  Email support (same day response to be guaranteed) 3. Minimum requirements for training: - at least 2 weeks comprehensive training course covering all aspects relating to the effective production and use of the facial composite system to be delivered on location in Ghana to a class of 24:  comprehensive training in the software usage,  eyewitness interview techniques,  understanding of facial proportions, drawing and shading techniques,  procedural issues (composition of expert statement). 4. Minimum quality requirements: - The tenderer must have supplied and installed EuropeAid/ 130125/M/SUP/GH Page 47 of 76
  48. 48. Lot 3. Facial Composition System 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes the system in police institutions in at least 5 member states of the European Union. - Quality testimonials from at least 3 police forces in Europe on the quality of the system, support and training course to be available on request. 5. Minimum requirements for computer: - General requirement: laptop, fully compatible with tendered facial composition software. - Pentium 4 1.8 Ghz or equivalent - 1024Mb RAM / 1Gb RAM - 20 Gb Hard Disk - 64 Mb Graphics - Graphics Tablet and Mouse - Video screen drivers capable of displaying 1024x768 screen resolution in 32 bit colour. - 32x CD / 16x DVD ROM - CD-RW, DVD-RW EuropeAid/ 130125/M/SUP/GH Page 48 of 76
  49. 49. Lot 3. Facial Composition System 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes - 4 USB Ports - Keyboard with English character set - Optical mouse with scroll wheel - Power requirements – AC 230 V, 50/60 Hz. - Microsoft Windows 7 Business edition or equivalent - English language user interface 6. Minimum requirements for printer: - USB interface; - Device drivers on CD for Windows 7 or equivalent; - Laser-jet technology; - A4 format; - Resolution 600 x 600 dpi; - 14 ppm print speed (B/W); Materials and supplies for printer: EuropeAid/ 130125/M/SUP/GH Page 49 of 76
  50. 50. Lot 3. Facial Composition System 1. 2. 3. 4. 5. Item MINIMUM Specifications Required Specifications Offered Notes, remarks, Evaluation Number ref to documentation Committee’s notes - Two toner cartridges; - 1.5 m USB connection cable. 7. Warranty: Awarded tenderers must include minimum 2 years free warranty and maintenance service for all harware ad software, starting from the equipment acceptance date. EuropeAid/ 130125/M/SUP/GH Page 50 of 76
  51. 51. ANNEX IV BUDGET BREAKDOWN (MODEL FINANCIAL OFFER) EuropeAid/ 130125/M/SUP/GH Page 51/76 Page 51 of 76
  52. 52. ANNEX IV : Budget breakdown (Model financial offer) PUBLICATION REFERENCE: lot EuropeAid/ 130125/M/SUP/GH NAME OF TENDERER: [……………………………] Lot 1. Laboratory Analytical Equipment A B C D E ITEM QUANTITY SPECIFICATIONS OFFERED UNIT COSTS WITH DELIVERY TOTAL NUMBER (INCL BRAND/MODEL) DDP8 EUROS TO THE PREMISES OF THE GHANA POLICE SERVICE EUROS 1/1. 1 1/2 1 Total 8 DDP (Delivered Duty Paid) - Incoterms 2000 International Chamber of Commerce - http://www.iccwbo.org/incoterms/id3040/index.html EuropeAid/ 130125/M/SUP/GH Page 52 of 76
  53. 53. [Spare parts with detailed annex [Total cost] including unit prices] [Total cost] After sale services EuropeAid/ 130125/M/SUP/GH Page 53 of 76
  54. 54. Lot 2. Forensic Light Sources A B C D E ITEM QUANTITY SPECIFICATIONS OFFERED UNIT COSTS WITH DELIVERY TOTAL NUMBER (INCL BRAND/MODEL) DDP9 EUROS TO THE PREMISES OF THE GHANA POLICE SERVICE EUROS 2/1. 1 [ Total [Spare parts with detailed annex [Total cost] including unit prices] [Total cost] After sale services 9 DDP (Delivered Duty Paid) - Incoterms 2000 International Chamber of Commerce - http://www.iccwbo.org/incoterms/id3040/index.html EuropeAid/ 130125/M/SUP/GH Page 54 of 76
  55. 55. [ EuropeAid/ 130125/M/SUP/GH Page 55 of 76
  56. 56. Lot 3. Facial Composition System A B C D E ITEM QUANTITY SPECIFICATIONS OFFERED UNIT COSTS WITH DELIVERY TOTAL NUMBER (INCL BRAND/MODEL) DDP10 EUROS TO THE PREMISES OF THE GHANA POLICE SERVICE EUROS 3/1. 11 [ Total [Spare parts with detailed annex [Total cost] including unit prices] [Total cost] After sale services [ 10 DDP (Delivered Duty Paid) - Incoterms 2000 International Chamber of Commerce - http://www.iccwbo.org/incoterms/id3040/index.html EuropeAid/ 130125/M/SUP/GH Page 56 of 76
  57. 57. ANNEX V FORMS EuropeAid/ 130125/M/SUP/GH Page 57 of 76

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