APPROVED
State Revenue Service
Procurement Commission
Meeting on 8 March 2016,
minutes No. 2
Procurement
“Supply of Audio and Video Equipment Installation Sets”
Regulations
(No. FM VID 2016/047)
Riga
2016
2
Table of Contents
TOC Annexes:
Annex 1. APPLICATION on 1 page
Annex 2. TECHNICAL TENDER on 2 pages
Annex 3. FINANCIAL TENDER on 1 page
Annex 4. DRAFT CONTRACT on 6 pages
3
1.General Information regarding the Procurement
1.1. Procurement Identification Number
FM VID 2016/047
1.2. Name and Details of the Contracting Authority
1.2.1. State Revenue Service (hereinafter referred to as the “Contracting Authority” or “SRS”)
Registration No. 90000069281
Address: Talejas iela 1, Riga, LV-1978, Latvia
Tel.: +371 67122689
e-mail: [email protected], website: www.vid.gov.lv
1.2.2. The procurement with the estimated contract price of EUR 4,000 or above, yet less than
EUR 42,000, “Supply of Audio and Video Equipment Installation Sets”, ID
No. FM VID 2016/047 (hereinafter referred to as the “Procurement”), is organised by the
Procurement Commission established by SRS Executive Order No. 13 of 11 January 2016
“Regarding the Establishment of a Procurement Commission” (hereinafter referred to as the
“Commission”).
1.3. Place, Time of and Procedures for the Submission and Opening of the Tender
1.3.1. Place, time of and procedures for the submission of tenders:
1.3.1.1. The interested tenderers can submit their tenders from the day the Procurement is
announced to 29 March 2016 11:00 o’clock in person or by mail to the following address:
State Revenue Service
Information Centre (1st floor),
Talejas iela 1, Riga,
Latvia, LV-1978.
Working hours Monday to Thursday: 8:15 – 17:00, and on Fridays 8:15 – 15:45.
Tenders that are not submitted pursuant to the established procedures or received after the
deadline specified for the submission of tenders in the Procurement Regulations shall not be
considered and shall be returned unopened to the tenderer. The tender sent by post must be
delivered to the address specified in Sub-clause 1.3.1.1 of the Procurement Regulations by the
deadline specified for the submission of tenders in the said Sub-clause.
1.3.1.2. The tenderer may amend or withdraw the submitted tender before the deadline
specified for the submission of tenders.
1.3.1.3. The submitted tenders shall be opened at the meeting held by the Commission after
the final deadline specified for the submission of tenders in Sub-clause 1.3.1.1 of the
Procurement Regulations.
1.3.1.4. The tender, except for the case referred to in Sub-clause 1.3.1.2 of the Procurement
Regulations, shall remain at the disposal of the Contracting Authority and shall not be
returned to the tenderer.
1.4. Requirements for the Execution and Submission of the Tender
1.4.1. The Execution of the Package
The tender must be submitted in a closed (sealed) package, in 1 copy. The package must bear
the following details:
1.4.1.1. the tender for the Procurement “Supply of Audio and Video Equipment Installation
Sets”, procurement identification No. FM VID 2016/047;
1.4.1.2. the name, legal address and registration number of the tenderer;
1.4.1.3. name and address of the Contracting Authority:
State Revenue Service
Talejas iela 1,
4
Riga, Latvia, LV-1978;
1.4.1.4. Do not open before 11:00 on 29 March 2016. 1.4.2. The Execution of the Tender
1.4.2.1. at the beginning of the tender, after the title page, there must be a table of contents
followed by other documents to be included in the tender; the table of contents must
separately indicate all the documents to be submitted by the tenderer in accordance with the
requirements specified in Sub-clause 1.4.3 of the Procurement Regulations;
1.4.2.2. all the documents included in the tender must be sewn together so that the documents
cannot be separated. The documents must be numbered and the numbering must correspond
to the enclosed table of contents;
1.4.2.3. the documents included in the tender must be clearly readable, without non-agreed
erasures, corrections or deletions;
1.4.2.4. the title page of the tender must have the following indication:
“Tender for the Procurement
“Supply of Audio and Video Equipment Installation Sets”
(No. FM VID 2016/047)
Name, legal address of the merchant, date”
1.4.2.6. the tender must be prepared either in Latvian or English. The documents included in
the tender can be submitted in another language; in such case, a translation into Latvian must
be attached along with the certification of accuracy of the translation, otherwise the
Commission shall have the right to consider that the respective selection or qualification
document has not been submitted;
1.4.2.7. in the event the document submitted by the tenderer exceeds three (3) pages, only the
translation of the summary into Latvian can be added along with the certification of accuracy
of the translation. The translation of the summary must contain the most essential parts of the
document indicating specific references to the parts of the document that are translated;
1.4.2.8. the certification of accuracy of the translation shall be prepared in accordance with
the Cabinet Regulation No. 291 of 22 August 2000 “The Procedure of Certifying the
Accuracy of the Translation of Documents into the State Language”. Upon submitting the
tender, the tenderer shall have the right to certify the derivatives and translations of all the
submitted documents by one-time certification if the entire tender or application has been
bound or sewn together;
1.4.2.9. in all the documents submitted by the tenderer, the name of the tenderer must be
legally correct — in compliance with the registration certificate of the tenderer. Otherwise,
the Commission shall have the right to consider that the document indicating a wrong
(incorrect) name of the tenderer has not been submitted;
1.4.2.10. if any of the documents referred to in Sub-clauses 3.2.1, 3.2.2 and 3.2.3 of the
Procurement Regulations has been issued by the institution of a state, participant to the Hague
Convention of 5 October 1961 on waiving of the requirement of the legalisation of public
documents issued by foreign countries, the APOSTILLE certification must be attached to the
documents. The documents issued by other public institutions must have a consular
legalisation in the country of origin and in the Republic of Latvia. There is no need of
consular legalisation and legalisation of documents with APOSTILLE in accordance with the
Document Legalisation Law to the documents issued by an EU Member State, a country of
the European Economic Zone or Swiss Confederation;
1.4.2.11. if documents whereby the tenderer can certify that the circumstances referred to in
Sub-clauses 3.2 of the Procurement Regulations do not apply thereto are not issued in the
relevant country, or if such documents are insufficient to certify that the circumstances
referred to in Sub-clause 3.2 of the Procurement Regulations do not apply thereto, the said
documents may be substituted by an oath or — if giving an oath is not provided for in the
laws and regulations of the relevant country — by a certification of the tenderer to a
5
competent authority of the executive or judicial branch, a sworn notary or a competent body
of the relevant industry in the tenderer’s country, in which it is registered;
1.4.2.12. a copy of the document can be obtained by copying or using other technical means
to obtain a facsimile image of the original, maintaining all graphic and other features of the
original;
1.4.2.13. the accuracy of the document copy shall be certified by a certification notice
prepared in accordance with Cabinet Regulation No. 916 of 28 September 2010 “Procedure
for the Elaboration and Execution of Documents”.
1.4.3. The Documents to Be Included in the Tender
When submitting the tender, the following documents must be included:
1.4.3.1. a power of attorney issued by the merchant certifying the right of the authorised
person to sign the Procurement tender if signed by the person authorised by the merchant;
1.4.3.2. a signed application for participation in the Procurement (in accordance with Annex 1
to the Procurement Regulations);
Note: If the tender is submitted by a partnership or a group of persons, the application shall be
signed by all the persons in the group of persons. The authorised person representing the
relevant partnership or a group of persons shall be indicated in the tender;
1.4.3.3. tenderer’s qualification documents: document originals or attested copies thereof
referred to in Sub-clause 3.3 of the Procurement Regulations (or documents referred to in
Sub-clause 3.1 — for foreign merchants);
1.4.3.4. a filled-in and signed technical tender (in accordance with Annex 2 to the
Procurement Regulations);
1.4.3.5. a filled-in and signed financial tender (in accordance with Annex 3 to the
Procurement Regulations);
1.4.3.6. the tenderer must submit a copy of the tender in an electronic form, saved in PDF
format, on a compact disk or other data carrier, as well as a separately attached technical
tender and financial tender in Microsoft Word or Microsoft Excel format. The referred to data
carrier must be placed in the package referred to in Sub-clause 1.4.1 of the Procurement
Regulations.
1.4.3.7. if the tenderer indicates in the tender a subcontractor as a person, on the possibilities
of which the tenderer relies to certify that the qualification thereof complies with the tenderer
qualification requirements determined in the Procurement Regulations, the tenderer shall
submit a certification of the relevant subcontractor regarding cooperation in the execution of
the Procurement Contract, or an agreement between the tenderer and the subcontractor
regarding cooperation in the execution of the Procurement Contract, specifying the part of the
Procurement Contract to be transferred for execution.
1.5. Other General Information
1.5.1. Availability of the Procurement Regulations
1.5.1.1. The Procurement Regulations shall be freely and directly available in an electronic
form, as an on-line download from the SRS website, in the section “Par mums” [About Us]
(sub-section “Publiskie iepirkumi” [Public Procurements] and the relevant section thereof
“Piegādes un pakalpojumu iepirkumi” [Supply and Service Procurements]);
1.5.1.2. The Procurement Regulations may be obtained in an electronic form by sending a
request to the e-mail address: [email protected];
1.5.1.3. The Procurement Regulations can be reviewed and received as a hard copy on the
spot in Riga, at Talejas iela 1, by making prior appointment by tel. +371 67120207.
1.5.2. Additional information regarding the Procurement Regulations can be requested no
later than four (4) days before the deadline for the submission of tenders. Such requests must
be submitted electronically by sending a question to the following e-mail address:
[email protected] or by sending a letter by mail to the following address: Talejas iela 1,
6
SRS Finance Department, Riga, Latvia, LV-1978, addressing it to the Chairperson of the
Commission;
1.5.3. The Commission shall send additional information to an interested supplier raising a
query and post such information on the SRS website, in the section “Par mums” [About us]
(sub-section “Publiskie iepirkumi” [Public Procurements] and the relevant section thereof
“Piegādes un pakalpojumu iepirkumi” [Supply and Service Procurements]);
1.5.4. The contact person responsible for the provision of organisational information
regarding the Procurement — Sandra Pole, Senior Specialist of the Procurement Division at
the SRS Finance Department (tel. +371 67120207);
1.5.5. The tenderer shall not be allowed to submit other versions of the tender;
1.5.6. In the event the information exchange between the Contracting Authority and the
tenderers takes place by using electronic documents signed with a safe electronic signature
and approved by a time stamp, the tenderers, in accordance with the requirements set in
Paragraph 17 of Cabinet Regulation No. 473 of 28 June 2005 “Procedures for the Elaboration,
Execution, Storage and Circulation of Electronic Documents in State and Municipal
Institutions and Procedures for the Circulation of Electronic Documents between State and
Municipal Institutions or between These Institutions and Natural and Legal Persons”, shall be
obliged to send to the Contracting Authority a notification confirming the receipt of the
electronic documents within one (1) working day.
2. Information regarding the Subject-Matter of the Procurement 2.1. Description and Scope of the Subject-Matter of the Procurement
2.1.1. The subject-matter of the Procurement is the supply of audio and video equipment
installation sets (hereinafter referred to as the “Goods”) in accordance with the requirements
of the SRS.
2.1.2. Procurement nomenclature (CPV) code:
Code Code designation in Latvian Code designation in
English
Service category No.
32342300-5 Mikrofonu un skaļruņu komplekti Microphones and speaker sets
goods
2.2. Technical Tender
2.2.1. The tenderer must submit the technical tender in accordance with the template for the
technical tender included in Annex 2 “Technical Tender” to the Procurement Regulations.
2.2.2. Taking into consideration that the technical specification of the subject-matter of the
Procurement is restricted access information, the interested supplier will be able to obtain the
detailed technical specification of the Equipment at the SRS Finance Police Department
(hereinafter referred to as “FPD”), previously contacting Oļegs Bondars, Head of the
Technical Support Unit of the SRS FPD Support Division (telephone: 67120283, e-mail:
[email protected] ) or Arnis Putniņš, Senior Specialist of the Technical Support Unit
of the SRS FPD Support Division (telephone: 67120285, e-mail: [email protected] ).
To the attention of: The suppliers interested in the Procurement will be able to become
acquainted with the detailed technical specification of the Equipment by submitting the
documents or information specified in Sub-clauses 3.3.1, 3.3.2 and 3.4.1 of the Procurement
Regulations to the SRS FPD employees specified in Sub-clause 2.2.2 of the Procurement
Regulations. The interested suppliers may submit necessary documents and information in
electronic form (by sending to specified FPD e-mail addresses).
SRS FPD employees specified in Sub-clause 2.2.2 of the Procurement Regulation and
the Commission have the right to verify the truthfulness of these documents or information by
contacting the competent institutions of a relevant country.
7
2.3. Financial Tender
2.3.1. The tenderer must submit the financial tender in accordance with the template for the
financial tender included in Annex 3 “Financial Tender” to the Procurement Regulations,
taking into the consideration the requirements referred to in Annex 2 “Technical Tender” to
the Procurement Regulations.
2.3.2. The prices included in the financial tender must be indicated in euros (EUR) exclusive
of value added tax (hereinafter referred to as “VAT”), specifying no more than two (2) digits
after the point.
2.3.3. The tenderer must include in the financial tender all expenses related to the value of the
Goods and supply thereof, transport expenses, expenses related to the receipt of necessary
permits/licences, ensuring of guarantee, taxes (except for VAT) and duties, as well as other
expenses related to the timely and qualitative execution of the Contract.
2.3.4. After opening the submitted tenders, the tenderer shall have no right to change its
financial tender.
2.4. Requirements for the Execution of the Procurement Contract
2.4.1. Supplies to be performed within the framework of performance of the Procurement
Contract shall be performed to the SRS administrative building at Talejas iela 1, Riga.
2.4.2. The Procurement Contract will be entered into with the winner of the Procurement in
compliance with the draft contract included in Annex 4 to the Procurement Regulations.
3. Qualification Requirements for Tenderers and Documents Certifying the
Conformity 3.1. Documents To Be Submitted by a Foreign Merchant:
3.1.1. The document issued by the competent institution of a relevant country, which certifies
that the tenderer is registered in compliance with the requirements of regulatory enactments of
the relevant country;
3.1.2. The tenderer who would be awarded the right to enter into the Procurement Contract
must, within ten (10) business days following the Commission’s request, submit a statement
of the competent institution of the relevant foreign country (original or an attested copy)
which certifies that no insolvency proceedings have been announced for the tenderer (except
for the case when rehabilitation or other set of similar measures aimed at the prevention of
debtor's possible bankruptcy and restoration of solvency is applied within the framework of
insolvency proceedings), its economic activities have not been suspended or discontinued, no
legal proceedings have been initiated with regard to its bankruptcy or that the tenderer is not
being liquidated.
The Commission shall accept and approve these documents, if they are issued not earlier than
one (1) month before their submission date.
The tenderer shall have the right to include the statement referred to in this Sub-clause in the
tender;
3.1.3. The tenderer must, within ten (10) working days following the Commission’s request,
submit a statement issued by the competent institution of a relevant foreign country (original
or attested copy), certifying that the tenderer, on the day when a notification on the planned
contract is published on the website of the Procurement Monitoring Bureau (14 March), or on
the day when the Procurement Commission makes a decision on the commencement of the
procurement, if no notification on the planned contract must be published in relation to the
procurement, and the tenderer, which would be awarded the right to enter into the
Procurement Contract, on the day on which a decision is made regarding the possible granting
of entering into the Procurement Contract, has no tax debts in the relevant foreign country, in
which it is registered or in which its permanent place of residence is located, including the
debts of mandatory State social insurance contributions, in total exceeding EUR 150 (one
hundred fifty euros);
8
The Commission shall accept and approve these documents, if they are issued not earlier than
one (1) month before their submission date.
(The statement regarding that the tenderer on the day (14 March) on which a notification
regarding the contract is published on the website of the Procurement Monitoring Bureau or
on the day on which the Procurement Commission makes a decision on the initiation of the
procurement, if no notification regarding the contract must be published in relation to the
procurement procedure, has no tax debts in a country where it has been incorporated or is
permanently residing, including the debts of mandatory State social insurance contributions,
in total exceeding EUR 150 in any of the countries”, along with the tender) 3.1.4. The
documents specified in Sub-clauses 3.1.1, 3.1.2 and 3.1.3 of the Procurement Regulations
must be submitted by all the persons specified by the tenderer, on the abilities of which the
tenderer relies to certify that its qualification complies with the requirements set in the
notification on the signed contract or in procurement documents, as well as by each member
of a partnership, if the tender is a partnership.
3.2. Information to Be Obtained Independently by the Commission:
3.2.1. The Commission shall verify whether the tenderer — a merchant registered in the
Commercial Register of the Register of Enterprises of the Republic of Latvia — is registered
in the Commercial Register of the Register of Enterprises; The tenderer shall have the right to
attach to the tender the document (attested copy) which certifies that the tenderer is
registered in the Commercial Register of the Register of Enterprises of the Republic of Latvia.
3.2.2. The Commission shall obtain information from the Register of Enterprises regarding
the fact whether for the tenderer which would be awarded the right to enter into the
Procurement Contract (regardless of the country of its registration or permanent place of
residence), no insolvency proceedings have been announced (except for the case when
rehabilitation or other set of similar measures aimed at the prevention of debtor’s possible
bankruptcy and restoration of solvency is applied within the framework of insolvency
proceedings), its economic activities have not been suspended or discontinued, no legal
proceedings have been initiated with regard to its bankruptcy or that the tenderer is not being
liquidated;
3.2.3. The Commission shall obtain information from the State Revenue Service and local
governments of Latvia regarding the fact whether the tenderer, on the day when a notification
on the planned contract is published on the website of the Procurement Monitoring Bureau, or
on the day when the Procurement Commission makes a decision on the commencement of the
procurement, if no notification on the planned contract must be published in relation to the
procurement, and the tenderer, which would be awarded the right to enter into the
Procurement Contract, on the day on which a decision is made regarding the possible granting
of entering into the Procurement Contract, has no tax debts in Latvia, including the debts of
mandatory State social insurance contributions, in total exceeding EUR 150 (one hundred
fifty euros);
(From 1 August 2016 to the moment when information regarding immovable property tax
debts in Latvia will be available in a single public database or on-line in the information
system managed by the relevant competent institution, the tenderer exclusion conditions
referred to in Sub-clause 3.2.3 of the Procurement Regulations shall not be applied to
immovable property tax debts in Latvia).
3.2.4. The Commission shall obtained the information referred to in Sub-clauses 3.2.1, 3.2.2
and 3.2.3 of the Procurement Regulations regarding all the persons specified by the tenderer,
on the abilities of which the tenderer relies to certify that its qualification complies with the
requirements set in the notification on the signed contract or in procurement documents, as
well as by each member of a partnership, if the tenderer is a partnership.
9
3.3. Requirements in Relation to the Tenderer’s Economic and Financial Position, and
Documents Certifying Conformity:
3.3.3. the tenderer submits an attested copy of the licence; it may be submitted in electronic
form as well (by sending to the specified FPD e-mail addresses).
3.4. Requirements in Relation to the Tenderer’s Experience and Documents Certifying
Conformity:
To be able to assess, whether the tenderer complies with the aforementioned requirements, the
tenderer must submit the following documents or attested copies thereof:
3.4.1. The tenderer’s certification that during the previous three (3) years, the tenderer has
had experience in the supply of other equivalent equipment, devices or tools specifically
created or adjusted for operational activities and components thereof to law enforcement
institutions for the total amount of at least EUR 20,000.00 (excluding VAT), specifying the
country, for the needs of a law enforcement institution of which the supply was performed,
and, if possible, the name and contact information of the law enforcement institution. The
Commission shall have the right to verify the truthfulness of this certification by contacting
the competent institutions of the relevant country.
3.4.2. A certification (original or attested copy) regarding the tenderer’s right to supply the
offered Goods and carry out their warranty maintenance, issued by the manufacturing
company of these Goods or the representative office thereof.
4. Assessment of the Tender and Criterion for the Selection of the
Procurement 4.1. Verification of the Execution of the Procurement
4.1.1. The Commission shall assess the execution of the tender in compliance with the
requirements referred to in Sub-clause 1.4 of the Procurement Regulations; 4.1.2. Unless the tender complies with the requirements specified in Sub-clause 1.4 of the
Procurement Regulations, the Commission shall be entitled to exclude the tenderer from
further participation in the Procurement and not to consider its tender.
4.2. Verification of Tenderer’s Qualification and Verification of Exclusion Regulations
4.2.1. During the verification of tenderer’s qualification, the Commission shall verify the
documents submitted by the tenderer and/or the information to be obtained by the
Commission independently on each tenderer in order to gain assurance whether the tenderer
complies with the qualification requirements specified in the Procurement Regulations.
3.3.1. the tenderer is a merchant registered in the Commercial Register of the Register of
Enterprises of the Republic of Latvia, which has received permits (licences) issued by
the Security Police in accordance with Cabinet Regulation No. 926 of 18 August 2009
“Regulations on the Circulation of Equipment, Devices, or Instruments and
Components Thereof Specifically Created or Adjusted for Operational Activities to be
Performed in a Special Way” for the commercial activity using the equipment,
devices, or instruments and components thereof specifically created or adjusted for
operational activities to be performed in a special way, which are referred to in the
National List of Goods and Services of Strategic Significance of the Republic of
Latvia.
3.3.2. the merchant registered in a foreign country has received an attested copy of the
document issued in the relevant country (permit, licence, etc.), which is equivalent to the said
licence. If such a document is not issued in the relevant country, the tenderer must submit a
certification that an equivalent document is not issued in the country of registration of the
tenderer.
10
4.2.2. The tenderer which the Commission has recognised as non-compliant with the
tenderer’s qualification requirements specified in the Procurement Regulations shall be
excluded from further participation in the Procurement and its tender shall not be considered
further.
4.2.3. If the Commission, in independently verifying information referred to in Sub-
clauses 3.2 of the Procurement Regulations, establishes that the tenderer who, in compliance
with the requirements set in the Procurement Regulations, would be awarded the right to enter
into the Procurement Contract, does not comply with the requirements set in these Sub-
clauses or the tenderer who, in compliance with the requirements set in the Procurement
Regulations, would be awarded the right to enter into the Procurement Contract fails to
submit documents determined in Sub-clauses 3.1.2, 3.1.3 and 3.1.4 of the Procurement
Regulations upon the request of the Commission within the period set, the Commission shall
exclude the tenderer from further participation in the Procurement and its tender shall not be
considered.
4.3. Verification and Assessment of the Tender 4.3.1. The Commission shall carry out the verification of the tenderer’s technical tender, for
which the tender was submitted, assessing the conformity of the technical tender to the
technical specification of the Procurement (requirements set in Annex 2 to the Procurement
Regulations). If the technical tender does not comply with the requirements of the technical
specification of the Procurement Regulations, the tenderer shall be excluded from further
participation in the Procurement and its tender shall not be considered further;
4.3.2. In assessing the financial tender of a tenderer, the Commission shall verify its
conformity to the requirements set in Annex 3 to the Procurement Regulations, as well as
whether there are no arithmetic errors in the financial tender of the tenderer. If the financial
tender does not comply with the requirements set in Annex 3 to the Procurement Regulations,
the tenderer shall be excluded from further participation in the Procurement and its tender
shall not be considered further. The Commission, having established arithmetic errors, shall
correct these errors and inform the tenderer about the correction of arithmetic errors and the
amount of the corrected offer, notifying him of the Commission’s decision on the results of
the Procurement procedure. In assessing and comparing the tenders which had arithmetic
errors, the Commission shall take into account the corrected prices.
4.4. Selection of the Tender and Criterion for the Selection of the Procurement
The tenderer whose qualification and tender comply with the requirements specified in the
Procurement Regulations and whose price is the lowest shall be recognised by the
Commission as the winner of the Procurement.
5. Subject-Matter of the Procurement Contract 5.1. See the draft procurement contract in Annex 4 to the Procurement Regulations.
5.2. Pursuant to Section 82, Paragraph thirteen of the Public Procurement Law, the
Procurement Contract entered into as a result of the procurement procedure shall be published
on the SRS website on the day of entry into force, complying with the commercial secret
requirements.
11
Annex 1
to the Regulations of the Procurement organised by the State Revenue Service
“Supply of Audio and Video Equipment Installation Sets”,
procurement identification No. FM VID 2016/047
APPLICATION
for participation in the procurement
“Supply of Audio and Video Equipment Installation Sets”
(public procurement identification No. FM VID 2016/047)
Merchant,
___________________________________________________________________________, name of the merchant
___________________________________________________________________________, uniform registration number
___________________________________________________________________________, bank details of the merchant
represented by _____________________________________ (personal identity number
__________________) first name, last name, personal identity number of the merchant's authorised person
hereby:
applies for the Procurement “Supply of Audio and Video Equipment Installation Sets”
(No. FM VID 2016/047);
undertakes to comply with the requirements set in the Procurement Regulations;
agrees to conform to the conditions of the contract included in Annex 4 to the
Procurement Regulations and undertakes, in the event of being awarded the right to enter
into the contract, to sign the said contract without reservations and to comply with all the
requirements thereof;
confirms the truthfulness of the provided information.
_______________________
(signature)
L.S.
Merchant’s address
_____________________________________________________________________, phone (fax) numbers, e-mail address _____________________________________________________________________. Position, first name and last name of the representative/s or authorised person of merchant’s executive body
_____________________________________________________________________
12
Annex 2
to the Regulations of the Procurement organised by the State Revenue Service
“Supply of Audio and Video Equipment Installation Sets”,
procurement identification No. FM VID 2016/047
TECHNICAL TENDER
We, _______________________________________________________________ (name, uniform registration number of the tenderer)
hereby offer to ensure the supply of the Procurement subject-matter referred to in Sub-
clause 2.1.1 of the Regulations of the Procurement “Supply of Audio and Video Equipment
Installation Sets”, ID No. FM VID 2016/047, organised by the State Revenue Service under
the following mandatory conditions, in compliance with mandatory minimum requirements
and pursuant to the following technical specification:
Table 1
No. Name Compulsory (minimum)
requirements/ Description
Offered by the tenderer*
General requirements 1. Goods Non-used, new, safe for the user’s
health, year of manufacture — no
earlier than 2015
2. Supply of the Goods Within sixty (60) days during the
working hours of the Contracting
Authority from the day the
contract is signed by the parties.
3. Place of supply of the
Goods
Talejas iela 1, Riga
4. Package and execution
of the Goods
In the original manufacturer’s
package
5. Technical
documentation and user
manual of the Goods
In carrying out the supply of the
Goods, the authorised person of
the Contracting Authority will
be issued the technical
documentation and user manual
of the Goods in Latvian or
English (in hard copy or on a
data carrier, including
information on the application,
storage, use and maintenance of
the Goods).
6. Free elimination of
defects or free
replacement of the
Goods during the
warranty period, if
necessary
In the event of supply of the
Goods of poor quality or non-
compliant with the requirements
set forth in the applicable
regulatory enactments of the
Republic of Latvia, the supplier
shall, within sixty (60) days
following the day the complaint
of the Contracting Authority’s
authorised person is sent,
eliminate the defects of the
supplied Equipment at its own
expense, if necessary, replacing
the Equipment with new
appropriate goods.
7. Warranty period At least twelve (12) months
13
No. Name Compulsory (minimum)
requirements/ Description
Offered by the tenderer*
following the day the Goods
consignment note is signed by
the parties
Note * — to be filled in by the tenderer by writing the word “will provide” or otherwise characterising its
abilities to provide the fulfilment of the requirement.
14
Annex 3
to the Regulations of the Procurement organised by the State Revenue Service
“Supply of Audio and Video Equipment Installation Sets”,
procurement identification No. FM VID 2016/047
FINANCIAL TENDER We, ________________________________________________________________
(name, uniform registration number of the tenderer)
hereby offer to ensure the fulfilment of the Procurement subject-matter referred to in
Sub-clause 2.1.1 of the Regulations of the Procurement “Supply of Audio and Video
Equipment Installation Sets” ID No. FM VID 2016/047, organised by the State Revenue
Service, in compliance with the requirements set forth in the Regulations and for the
following prices:
Goods Unit price, EUR (excl. VAT) Number Total*, EUR (excl.
VAT)
1st set 1
2nd set 1
3rd set 1
4th set 1
5th set 1
6th set 1
7th set 1
8th set 1
9th set 1
10th set 1
11th set 1
12th set 3
Total price* (excl. VAT)
Note * — the price offered by the tenderer is the contract price
______________________________________________________ ________________
/position of the merchant’s manager or its authorised person/ /signature/ /explanation of the signature/
15
Annex 4
to the Regulations of the Procurement organised by the State Revenue Service
“Supply of Audio and Video Equipment Installation Sets”,
procurement identification No. FM VID 2016/047
Contract No. FM VID 2016/047
Supply of Audio and Video Equipment Installation Sets
Riga, ___ __________ 2016
The State Revenue Service represented by the Director General thereof
________________________________ acting pursuant to the Law “On the State Revenue
Service” (hereinafter referred to as the “Customer”), of the one part, and _____________
represented by its _________________ acting pursuant to _________ (hereinafter referred to
as the “Supplier”), of the other part, both jointly referred to as the “Parties” and each
separately as the “Party”, based on the results of public procurement No. FM VID 2016/047
“Supply of Audio and Video Equipment Installation Sets”, enter into the following contract
(hereinafter referred to as the “Contract”):
1. Subject-Matter of the Contract
1.1. The Supplier shall undertake to supply new, non-used audio and video equipment
installation sets harmless to the user’s health in the original manufacturer’s package
(hereinafter referred to as the “Goods”) pursuant to the provisions of the Contract and annexes
thereto. The year of manufacture of the Goods shall be no earlier than 2015.
1.2. The detailed technical specification and price of the Goods is determined in the Annex
hereto.
2. Contract Amount and Settlement Procedure
2.1. The total amount of the Contract shall be ______________
(_______________________ and ____ cents), excluding the value added tax (hereinafter
referred to as “VAT”). VAT shall be paid in accordance with the applicable tax rate.
2.2. The total amount of the Contract shall include all expenses related to the value of the
Goods and supply thereof, transport expenses, expenses related to the receipt of necessary
permits/licences, ensuring of guarantee, taxes (except for VAT) and duties, as well as other
expenses related to the timely and qualitative execution of the Contract.
2.3. The Customer shall make payment for the received Goods by means of a transfer to
the current account of the Supplier with the bank according to the price of the Goods specified
in the annex hereto within thirty (30) days following the day the Goods are received and the
consignment note is signed by the Parties.
3. Goods Supply Procedure
3.1. The Supplier shall supply the Goods to the Customer pursuant to the technical
specification of the Goods determined in Clause 1 of the Annex hereto within sixty (60) days
following the day the Contract is signed by both Parties. (If the Supplier registered in a
foreign country has no permit (licence) issued in accordance with Cabinet Regulation
No. 926 of 18 August 2009 “Regulations on the Circulation of Equipment, Devices, or
Instruments and Components Thereof Specifically Created or Adjusted for Operational
Activities to be Performed in a Special Way” for the commercial activity using the equipment,
devices, or instruments and components thereof specifically created or adjusted for
operational activities to be performed in a special way, which are referred to in the National
List of Goods and Services of Strategic Significance of the Republic of Latvia, the licence of
the goods of strategic significance, pursuant to Cabinet Regulation No. 657 of 20 July 2010
16
“Procedures for Issuing or Rejecting the Issue of Licences of Goods of Strategic Significance
and Other Documents Related to the Circulation of Goods of Strategic Significance”, shall be
ensured by the Customer).
3.2. The Supplier shall carry out the supply of the Goods to Talejas iela 1, Riga, within the
working hours of the Customer harmonised with the authorised person of the Customer
(Monday to Thursday: 8:15 – 17:00, and on Fridays 8:15 – 15:45).
3.3. The authorised person of the Customer shall verify the quality of the supplied Goods and
their conformity to the requirements set herein and in the Annex hereto, as well as the
requirements of the regulatory enactments of the Republic of Latvia within three (3) working
days after the day the Goods are received. If the Goods comply with all the said requirements,
the authorised person of the Customer shall sign the Goods consignment note.
3.4. During the supply of the Goods, the Supplier shall issue the technical documentation of
the relevant Goods in Latvian or English in hard copy and the user manual in Latvian or
English (in hard copy or on a data carrier, including information on the application, use,
storage, maintenance of the Goods, etc.) along with the Goods consignment note signed by
the Supplier to the authorised person of the Customer.
3.5. The authorised person of the Customer shall, upon discovering the non-conformity of the
received Goods to the requirements set forth in the applicable regulatory enactments of the
Republic of Latvia, requirements set forth herein or the Annex hereto (quality, quantity and
other inconsistencies), refuse from signing the Goods consignment note within three (3)
working days following the day the Goods are received and send an electronic complaint to
the authorised person of the Supplier.
3.6. In the event of the supply of the Goods of poor quality or non-compliant with the
requirements set herein, in the Annex hereto or regulatory enactments in force in the Republic
of Latvia, the Supplier shall eliminate the defects of the supplied Goods at its own expense, if
necessary, replacing it with the appropriate Goods compliant with the provisions of the
Contract.
3.8. The supply of the Goods in full, its conformity to the requirements set herein, in the
Annex hereto and regulatory enactments in force in the Republic of Latvia shall be certified
by the Goods consignment note signed by the authorised person of Customer.
3.9. If the Supplier is unable to deliver the Goods specified in the Annex hereto due to
objective (provable) circumstances (discontinuation of production of the Goods, etc.), the
Supplier, upon sending a motivated letter to the Customer and receiving a written consent
from the Customer, may offer the Customer to the supply of equivalent Goods with the same
or better characteristics and technical parameters, without exceeding the price of the Goods
specified in the Annex hereto.
4. Warranty Conditions of the Goods
4.1. The Supplier shall guarantee that the supplied Goods will comply with the conditions of
the Contract and the Annex thereto and the requirements set forth in the regulatory
enactments of the Republic of Latvia.
4.2. The Supplier shall provide the supplied Goods with a warranty of at least twelve (12)
months following the day the Goods consignment note is signed by the Parties.
4.3. During the warranty period of the Goods, if the Customer has stored and/or used the
Goods in compliance with the Goods user’s manual, the Supplier shall eliminated the defects
of the supplied Goods at its own expense, if necessary, replacing them with the new Goods
compliant with the provisions of the Contract, within sixty (60) days following the day the
complaint of the Customer’s authorised person is sent.
5. Liability of the Parties
5.1. Supplier:
17
5.1.1. If the Supplier fails to observe the period of supply of the Goods referred to in Sub-
clause 3.1 herein, the Customer shall be entitled to require the Supplier to pay a contractual
penalty of EUR 10.00 (ten euros) for each day of delay, but not exceeding 10% (ten percent)
of the Contract amount.
5.1.2. If the Supplier fails to observe the period set in Sub-clause 4.3 herein for the
elimination of defects of the Goods within the warranty period of the Goods specified in Sub-
clause 4.2 herein, the Customer shall have the right to require the Supplier to pay a
contractual penalty of EUR 50.00 (fifty euros and 00 cents) for each day of delay, but not
exceeding 10% (ten percent) of the amount of the total Contract amount specified in Sub-
clause 2.1 herein until the full elimination of defects of the Goods;
5.1.4. If the Supplier fails to comply with the information non-disclosability conditions set in
Sub-clause 8.1 herein, the Customer shall have the right to require the Supplier to pay a
contractual penalty of EUR 1,000.00 (one thousand euros and 00 cents).
5.2. If the Customer fails to make payments for the performed supply of the Goods within the
period specified in Sub-clause 2.3 herein, the Supplier shall have the right to require the
Customer to pay a contractual penalty of 0.1% (one tenth of one percent) of the value of the
supplied and non-paid Goods for each delayed payment day, but not exceeding 10% (ten
percent) of the amount of outstanding payment.
5.3. The Parties shall be obliged to reimburse losses incurred by the other Party, if such losses
have occurred as the result of activity or inactivity of the Party, and the fact of presence of
losses, the amount of losses, as well as causal relationship between the relevant activity or
inactivity and the losses incurred have been established and proved.
5.4. The payment of the contractual penalty shall not relieve the Parties from the duty to fulfil
other obligations hereunder.
6. Period of Validity of the Contract
6.1. The Contract shall enter into force upon the signing by both Parties. The date of signing
of the Contract by both Parties shall be indicated in the upper right corner of the first page of
the Contract.
6.2. The Contract shall remain in force until the fulfilment of the Parties’ obligations.
6.4. The Parties shall be entitled to unilaterally terminate the Contract by notifying the other
Party in writing at least twenty (20) days in advance.
6.5. Regardless of the termination of the Contract, the Supplier shall ensure the timely and
qualitative fulfilment of warranty conditions of the Goods determined herein.
7. Force Majeure
7.1. Force majeure shall mean any unpredictable emergency situation or event which is
beyond the control of the Parties and is caused due to the reason other than a mistake or
inattentive actions thereof, and impedes either of the Parties to fulfil any of the obligations
specified in the Contract, and which could not have been avoided by taking proper protection
measures. For the purposes of the Contract, an event which is unavoidable and the
consequences of which cannot be overcome; which could not have been foreseen at the
moment of entering into the Contract; which has occurred due to a reason other than the
actions of the Party or a person under control thereof, and which makes the fulfilment of
obligations not only burdensome, but also impossible, shall be recognised as force majeure
circumstances. The Parties shall be relieved from the liability for full or partial non-fulfilment
of obligations specified in the Contract if and when such non-fulfilment has occurred as a
result of force majeure. For the respective Party to be relieved from the liability for fulfilling
the obligations of the Contract, it shall do all possible to overcome the obstacles to the
execution of the Contract created by force majeure. Such force majeure circumstances shall
18
include the following emergency situations and events: natural disasters, fire, flood, other acts
of God, public disturbances, bankruptcies, war, military actions, etc.
7.2. The Party, the fulfilment of whose contractual obligations is affected by force majeure
circumstances, shall without delay inform the other Party in writing within 3 (three) business
days following the occurrence of such circumstances, and a confirmation shall be attached to
the notification, issued by the competent authorities and certifying and characterising the
above circumstances.
7.3. The Parties shall be relieved from the liability pursuant to Sub-clause 7.1 herein solely for
the period during which force majeure circumstances exist. If such circumstances continue for
more than 2 (two) months, either Party shall be entitled to terminate the Contract due to its
execution impossibility.
7.4. The defects of Supplier’s equipment or materials or delays in their supply (unless issues
referred to directly result from force majeure), labour disputes or strikes shall not be deemed
force majeure.
8. Non-Disclosability of Information
8.1. The Supplier shall undertake, during the entire period of cooperation, as well as
afterwards, to refrain from disclosing to third parties the technical, financial and other
information regarding the Customer obtained and held in relation with the execution of the
Contract.
8.2. All information provided by the Customer to the Supplier during the execution of the
Contract shall be treated as non-disclosable and may not be disclosed or publicised without
the Cucstomer’s written consent.
8.3. The aforementioned information shall not be treated as non-disclosable, if it has become
publicly available in accordance with the requirements of regulatory enactments of the
Republic of Latvia (included in the public reviews and reports drawn up by the administration
and accounting of the Parties, etc.).
9. Other Provisions
9.1. This Contract shall reflect the Parties’ agreement with respect to the subject of the
Contract and shall revoke all previous negotiations, correspondence and agreements in force
between the Parties before the signing of the Contract with respect to the subject of the
Contract.
9.2. If any of the Contract provisions becomes null and void due to amendments to the
applicable regulatory enactments of the Republic of Latvia, the remaining provisions of the
Contract shall remain in force, and in such a case, the Parties shall be obliged to adjust the
Contract in compliance with the applicable regulatory enactments of the Republic of Latvia.
9.3. If the legal status of either of the Parties, the signature rights of officials of the Parties,
the owners or managers of the Parties, or any details, phone numbers, addresses, etc. of the
Parties referred to herein change significantly, the respective Party shall, without delay, but no
later than within five (5) working days notify the other Party thereof in writing, by sending a
letter. Such notification shall become binding for the Party on the seventh (7th) working day
following the day it has been sent. If the Party fails to fulfil the provisions of this Sub-clause,
it shall be considered that the other Party has fulfilled its obligations by using the information
regarding the Party as indicated herein. The conditions referred to in this Sub-clause shall
apply also to the authorised persons of the Parties and their details referred to herein. A letter
concerning changes to the Customer’s authorised persons or their data shall be signed by the
Director of the Finance Department of the State Revenue Service or by a person replacing
him/her.
9.4. The restructuring of the Parties or change of managers thereof shall not justify the
suspension or termination of the Contract. In the event either of the Parties is restructured, the
19
Contract shall remain in force and its provisions shall be binding to the legal successors of the
Parties. The Supplier shall notify the Customer of the occurrence of such circumstances
thirty (30) days in advance.
9.5. The Parties shall settle disputes that may arise as a consequence of the execution of the
Contract or in relation to the Contract by means of negotiations. In case an agreement cannot
be reached, the dispute shall be settled in a court of the Republic of Latvia pursuant to the
procedures laid down in regulatory enactments.
9.6. The Parties shall resolve issues that are not stipulated in the Contract in accordance
with the regulatory enactments in force in the Republic of Latvia.
9.7. The Parties shall agree in writing about amendments and supplements to the Contract,
except for the case stipulated in Sub-clause 9.3 herein. The amendments and supplements to
the Contract shall be an integral part of the Contract.
9.8. Neither of the Parties shall be entitled to transfer its rights and obligations related to
the Contract or arising therefrom to a third party without the written consent of the other
Party.
9.9. The Parties shall agree that the matters related to the execution of the Contract
(submission of complaints, carrying out correspondence, signing of consignment note,
applying the elimination of Equipment defects, etc.) will be resolved by the following
authorised persons of the Parties:
9.9.1. on the part of the Customer — Oļegs Bondars, Head of the Technical Support Unit of
the Support Division of the Finance Police Department of the State Revenue Service
(telephone: +371 67120283, mob. tel.: +371 29349706, fax: +371 67120415, e-mail:
[email protected]) or Arnis Putniņš, Senior Specialist of the Technical Support Unit
of the Support Division of the Finance Police Department of the State Revenue Service
(telephone: +371 67120285, fax: +371 67120415, e-mail: [email protected] ).
9.9.2. on the part of the Supplier — ________________ (tel.: ________, mob. tel.:
________, fax: ________, e-mail: _________).
9.10. The authorised person of the Customer shall send complaints to the authorised person of
the Supplier by e-mail. The time of sending shall be specified on the printout of the e-mail
report of the Customer regarding the delivered e-mail (delivery to the addressee’s server) (for
an e-mail, time shall be recorded and stored in an electronic format as well), which shall
become an integral part of the Contract; which can be used by either of the Parties as a proof
for sending the relevant e-mail letter if necessary; and based on which, fine sanctions may be
applied to the Supplier for failure to comply with deadlines specified herein, as well as for
failure to fulfil tasks.
9.11. The authorised persons of the Parties shall not be entitled to introduce amendments or
adjustments to the Contract or the Annex thereto.
9.12. The Contract has been drawn up in Latvian (in the event the Contract is entered into
with a merchant that is not registered in the Republic of Latvia, the Contract shall be
supplemented with a reference to English) on ____ (_) pages with an annex on ____ (_)
pages. The Contract has been drawn up in two (2) identical copies, each Party receives one (1)
copy. Both copies of the Contract shall have equal legal force.
10. Details of the Parties
Customer:
State Revenue Service
Talejas iela 1, Riga, LV-1978
Unified Reg. No: 90000069281
Tel.: 67122689
Details for settlements:
Supplier:
Unified Reg. No:
Tel.: ; fax:
Details for settlements:
20
Account No: LV26TREL2130056037000
Treasury
Code: TRELLV22
___________________________________
Director General ____________________
L.S.
Account No:
Code:
_______________________________
____________ __________________
L.S.
21
Annex
__ ___________ 2016
Contract No. FM VID 2016/047
Technical Specification and Prices of the Goods
The State Revenue Service represented by the Director General thereof
_____________________________________________________________ acting pursuant
to ______________________________________________________ (hereinafter referred to
as the “Customer”), of the one part, and _____________ represented by _____________
_________________ acting pursuant to _________ (hereinafter referred to as the “Supplier”),
of the other part, both jointly referred to as the “Parties” and each separately as the “Party”,
agree on the following technical specification and prices of the Goods:
To be supplemented in compliance with the tender of the selected tenderer.
Signatures of the Parties:
Customer:
State Revenue Service
Director General _______________
______________________________
L.S.
Supplier:
__________________
____________________________
____________________________
L.S.