Invitation for bids. Supply, delivery and installation of IT equipment and software for Administrative Service Centers (ASC)
09.08.2019

№: UA-NIRAS-IT-2019-2.02

Date: 09.08.2019

In compliance with the Delegation Agreement between the Swedish International Development Cooperation Agency (Sida) and the EU Delegation in Ukraine, Sida has the overall responsibility for implementation of the second component of the ”U-LEAD with Europe” Programme (C2) that aims at improving accessibility to national, regional and local administrative services through establishment of up to 600 Administrative Service Centres (ASCs) across Ukraine, as well as through development of IT solutions that will enhance exchange of data needed for delivery of the services concerned. The programme (C2) has been divided into an inception phase, implemented from October 2016 through April 2018 and a roll-out phase, launched in March 2018.

The first round of participant’s selection was launched on March 1, 2018, within the Roll-Out Phase of U-LEAD with Europe’s Support to Improved Administrative Service Delivery. The Roll-Out Phase 2018-2020 focuses on creation and upgrading of up to 600 administrative service centers (ASCs), including the establishment of the information and communication infrastructure of the ASCs, to provide high-quality and accessible services to the population.

The key objective of the Program is to support the creation of the ASCs in the amalgamated territorial communities (hromadas) and in the communities that are in the process of amalgamation. Territorial communities of villages, towns and cities with the number of residents from 5 to 50 thousand can apply for support from this Program as well. There is also an option of submitting of a joint application from several local self-government bodies. The Roll-Out Phase will be carried out in four rounds - each will include cooperation with up to 150 communities.

To support creation of the ASCs the Programme provides the following support:

  • Institutional support of the ASCs: establishment of the ASCs institutional structure, staff training, raising awareness and inclusion of the citizens;
  • Physical support: furniture, office equipment, software, development of the new design of the ASC;
  • Special types of assistance that include setting up an electronic queue system and a mobile ASC.

As the result of second round 88 hromadas were selected by the Program.

NIRAS Sweden AB (NIRAS) operates according to the signed contract with Sida for the second round.

In the framework of the second round NIRAS invites interested Bidders to submit a “Bid” for open tendering for “Supply, delivery and installation of IT equipment and software for Administrative Service Centers (ASC)” (hereinafter – Goods) according to this documentation.

Key points of Bids:

Price. The offered price of the Goods and related Services shall be quoted in EUR, VAT excluded. Delivery terms – DDP - “Place of delivery” (Incoterms 2010).

Language. The bids as well as all correspondence and documents related to this tendering procedure shall be written in the English language.

Validity of Bids. Bids must be valid for a period of 90 calendar days after the bid submission deadline.

Submission of Bids. It is an Electronic Bids submission procedure.

Bidders shall send the electronic bid through the SmartME system (see the registration instruction in ITB clause 19.1) (and optionally – additional copy of electronic bid to ulead.procurement2@niras.com. The subject line of the e-mail with your bid shall clearly indicate the following: «UA-NIRAS-IT-2019-2.02 – [insert full name of the Bidder] – Electronic bid»): not later than 18.00: 12, September 2019 (Kyiv time).

Bid composition. The Electronic Bid shall consist of scanned pages of the original hardcopy bid and signed by duly authorized representative of the Bidder and sealed with company stamp (if applicable) on each page of the Bid (follow the forms and instruction in SmartME system).

The Bid shall include the documents listed in Form-8 “Bid documents checklist” in Section IV of Bidding Documentation. In case the Bidder is going to assign any subcontractors and amount of the subcontractors works/services exceeds 15% of Bid’s amount, the documents listed in Form-8 “Bid documents checklist” (at least - points 5, 8, 10, 11, 15) are to be provided by every subcontractor also with the detailed description of subcontractor’s works/services.

The bidders confirm their commitment to accept and sign the standard supply agreement with NIRAS using the Contract template annexed to Instruction to Bidders of this bidding documentation, which is to be signed with the winner of this tender procedure. The Contract template is provided in Section III.

Interested Bidders may send questions related to Bidding Documentation to NIRAS by SmartME system and optionally provide the additional copy of request via email: ulead.procurement2@niras.com no later than 5 (five) working days prior to the deadline for the submission of bids. The email must be with subject line “UA-NIRAS-IT-2019-2.02 – [insert bidder’s name] – to the attention of procurement person”.

NIRAS responses to questions and clarifications of bidders (including an explanation of the query but without identifying the source of inquiry) will be sending via SmartME system.

NIRAS reserves the right to accept or reject any bid and/or to annul the selection process and/or reject all proposals at any time prior to contract award, without thereby incurring any liability to affected Bidders.

As soon as the award decision has been sent to all bidders, all documents relating to the procurement, including bids, become subject to the principle of public access to official documents. If a bidder considers that it may suffer damages if information provided in the bid should become public, the bidder shall submit a written request for confidentiality containing a) the information to which the request for confidentiality pertains and b) what economic damages the tenderer would be suffered if the information should be disclosed.

Upon request for disclosure of bidder documents, NIRAS will in each case review any request for confidentiality submitted by a bidder.

Bidding Documentation

Form-2. Bid Security

Form-3. Price List 

Form-5. Letter of compliance

Form-6. Specification of Goods 

Form-7. Logistic Price List 

Form-8. CheckList

Form-9. Performance Security