Gozo Channel Company Limited Channel House, Mgarr GSM 2480, Mgarr, Gozo

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1 DEPT. REF: GCCL CFO 02/2016 PROVISION OF MOBILE TELECOMMUNICATIONS AND FIXED LINE SERVICES Date Published: 30 September 2016 Closing Date: 28 October 2016 at 10:00am CEST Free of Charge IMPORTANT: Clarifications shall be made available to view/download from Gozo Channel Company Limited Channel House, Mgarr GSM 2480, Mgarr, Gozo

2 OFFERS FOR THE PROVISION OF MOBILE TELECOMMUNICATIONS AND FIXED LINE SERVICES 1. Scope and purpose of this call 1.1 Introduction 1.2 Gozo Channel Company Limited is seeking offers for the specifications required are being provided in Section 3 of this document. 1.3 Applicants shall submit their offer as per the stipulated format in Annexes 1 to 9. Each application submitted in response to this call for offers must clearly indicate the details of the applicant as per the attached documentation. 1.4 For the purpose of this call for offers, the term mobile telephony services shall include the provision of all existing mobile telephony connections and fixed land line services. 2. Call for Offer Process 2.1 Method of Submission Applicants are required to complete and submit the following documents (as per attached forms in Annexes 1, 2, 3, 4, 5, 6, 7, 8 and 9). a. Annex 1: Details of Bidders Form b. Annex 2: Bidders Statement c. Annex 3: Equipment to be employed in Contract Form d. Annex 4: Sub Contracting Form If Applicable e. Annex 5: Outline approach proposed for contract implementation. f. Annex 6: Description of bidder support facilities (back stopping) for contract implementation. g. Annex 7: Experience as a Contractor h. Annex 8: Financial Offer Form i. Annex 9: Additional offers from Bidder Offers should be closed in a sealed envelope, with the Reference Number and the Description of the Offer clearly marked on them and deposited in the tender box, (Accounts Department, Gozo Channel Company Ltd, The Brokerage, Level 2, St. Martha Street, Victoria, Gozo) by the time and date set for the submission of applications. Moreover, bidder must submit, detailed brochures/literature being proposed in their bid. Late Submissions will not be accepted Each offer document must be duly signed by the applicant. In the case of a registered company this must be signed by an authorized representative of the company By submitting an offer the applicant shall be deemed: Page 2

3 i. To have understood and accepted all the contents of this call for offer document; ii. To be in a position to carry out all the services included in the offer; and iii. To have accepted the conditions, payment terms and requirements under which the services required would be contracted. iv. Bidder must have a minimum five (5) years experience in provision of fixed and mobile telephony service (Annex 7). 2.2 Award of Offer Gozo Channel Company Ltd reserves the right to reject any offer/bid submitted. Moreover, Gozo Channel Company Limited reserves the right to cancel the whole call for offer procedure and reject all offers. Gozo Channel Company Limited reserves also the right to initiate a fresh call for offers. In the event of a call for offer procedure s cancellation, bidders will be notified by Gozo Channel Company Limited. Cancellation may occur where: the call for offer procedure has been unsuccessful, namely where no qualitatively or financially worthwhile offer has been received or there has been no response at all; the economic or technical parameters of the call for offer have been fundamentally altered; exceptional circumstances or force majeure render normal performance of the call for offer impossible; all technically compliant call for offers exceed the financial resources available and there have been irregularities in the procedure, in particular where these have prevented fair competition. In no circumstances will Gozo Channel Company Limited be liable for damages, whatever their nature (in particular damages for loss of profits) or relationship to the cancellation of a call for offer, even if Gozo Channel Company limited has been advised of the possibility of damages Gozo Channel Company Ltd shall not be bound to select any application, and will not accept responsibility for any expense or loss which may be incurred by any applicant. In so doing Gozo Channel Company Ltd shall not be liable to give any reason whatsoever Subject to Clause and 2.2.2, Gozo Channel Company Ltd will issue a Letter of Acceptance in favour of the selected bidder. 3. Technical Specifications Gozo Channel Company Limited is seeking offer/s for the provision of mobile telecommunication and fixed line services as specified hereunder: Mobile Rate per minute, excluding VAT, on calls originating from mobile phones and terminating on fixed lines of same service provider. Kindly indicate any discounts, free talk time and any other packages/schemes available/offered by bidder for this call for offers. Page 3

4 3.1.2 Rate per minute, excluding VAT, on calls originating from mobile phones and terminating on other service provider fixed lines. Kindly indicate any discounts, free talk time and any other packages/schemes available/offered by bidder for this call for offers Rate per minute, excluding VAT, on calls originating from mobile phones to other mobile phones of same service provider. Kindly indicate any discounts, free talk time and any other packages/schemes available/offered by bidder for this call for offers Rate per minute, excluding VAT, on calls originating from mobile phones to other mobile phones of other service provider. Kindly indicate any discounts, free talk time and any other packages/schemes available/offered by bidder for this call for offers Roaming rates, excluding VAT for overseas travel Rates for 3G/4G internet service/connection, excluding VAT Rates for usage of internet dongle key/s Bidder to submit rates for (i) technical support onsite and for (ii) rates for technical support by remote Gozo Channel Company Limited may utilize between forty to fifty users, including between five to fifteen users utilizing 3 G / 4 G Service Successful bidder must provide an adequate and satisfactory mobile service anywhere within Gozo Channel Company Limited premises in Malta and Gozo. FIXED LAND LINE Rate per minute, excluding VAT, on calls originating from fixed lines and terminating to same service provider fixed lines. Kindly indicate any discounts, free talk time and any other packages/schemes available/offered by bidder for this call for offer Rate per minute, excluding VAT, on calls originating from fixed lines and terminating to other service providers fixed lines. Kindly indicate any discounts, free talk time and any other packages/schemes available/offered by bidder for this call for offer Rate per minute, excluding VAT, on calls originating from fixed lines and terminating to mobile phones of same service provider. Kindly indicate any discounts, free talk time and any other packages/schemes available/offered by bidder for this call for offer Rate per minute, excluding VAT, on calls originating from fixed lines and terminating to mobile phones of other service providers. Kindly indicate any discounts, free talk time and any other packages/schemes available/offered by bidder for this call for offer Bidder to submit rates for (i) technical support onsite and for (ii) rates for technical support by remote. Page 4

5 Gozo Channel Company Limited may utilize between fifteen to thirty fixed land lines. General This contract is for a period of three (3) years from signing of contract The offer made by the bidder to Gozo Channel Company Limited shall specify the payment requested with respect to services and/or hardware, as the case may be Electronic communication services provided shall be on all existing voice services availed of by Gozo Channel Company Limited as, that can be availed of or are available for use by Gozo Channel Company Limited, from the bidder Bidder to indicate any further plans/schemes/discounts/free hardware that the bidder is willing to offer to Gozo Channel Company Limited with respect to this agreement. If the total value of free hardware offered by the awarded contractor is not exhausted by Gozo Channel Company Limited within the duration of the contract, the awarded bidder is to offer the equivalent outstanding monetary value in discounts on usage (calls) of mobiles Together with this contract, bidder accepts to lease from Gozo Channel Company Limited three show cases (one on each vessel) for a duration of the two years covered by this contract against a payment of a minimum sum of Euro 3,000 (excluding VAT) payment in full to be settled upon signature of contract. Show cases dimensions are 93cm (H) x 141cm (W) Bidder to provide an outline of the approach proposed for contract implementation as per Annex A description of the support facilities (back-stopping) that the team of experts will have from the contractor during the execution of the contract as per Annex The successful contractor has to ensure that his equipment and service is compatible with existing equipment and system already installed at Gozo Channel Company Limited premises. The successful contractor must provide and install adequate replacement equipment and systems to Gozo Channel Company Limited free of charge to ensure a constant telephone service without disruption Successful Contractor must retain all mobile and fixed lines numbers as the ones currently being used by Gozo Channel Company Limited Successful bidder must provide an adequate and satisfactory mobile coverage anywhere within Gozo Channel Company Limited premises in Malta and Gozo. Page 5

6 The Company s current telecommunications infrastructure consists of the following: - 4 Alacatel PABX s (telephone system) - 4 Mobile Gateways - Automated attendant - Fixed lines (ISDN) - Mobile Lines for Entitled Employees & Vessels (inclusive of 3G / 4G). 4. Terms of Reference 4.1 Bidders are requested to submit the total cost excluding VAT (as specified in Annex 8) 4.2 Bidders are requested to also submit the following documentation (as specified in Annexes 1, 2, 3, 4, 5, 6, 7 and 9): i. Bidders are to submit a declaration that the employees engaged on this contract cannot be employed on a self-employed basis (as specified in Annex 2). ii. Plant and equipment to be employed during the course of this contract (Annex 3). iii. Sub contracting to be performed during the course of this contract (Annex 4). iv. Outline approach proposed for contract implementation (Annex 5). v. Description of bidders support facilities (back-stopping) (Annex 6). vi. Experience as a Contractor (Annex 7) vii. Additional offers from Bidder (Annex 9) Bidders are also requested to submit a soft copy of their financial offer on a cd or similar device together with their bid. The file format of the financial offer must be retained in Excel format. Bidders can request a soft copy of the financial bid (Annex 8) by sending an to tenders@gozochannel.com 4.3 Any personal data submitted in the framework of the call for offer procedure and/or subsequently included in the contract shall be processed pursuant to the Data Protection Act (2001). It shall be processed solely for the purposes of the performance, management and follow-up of the call for offer procedure and/or subsequent contract by Gozo Channel Company Limited/Contracting Authority without prejudice to possible transmission to the bodies charged with a monitoring or inspection task in conformity with National and/or Community law. Page 6

7 4.4 The provisions of this contract are without prejudice to the obligations of Gozo Channel Company Limited in terms of the Freedom of Information Act (Cap. 496 of the Laws of Malta). Gozo Channel Company Limited, prior to disclosure of any information to a third party in relation to any provisions of this contract which have not yet been made public, shall consult the contractor in accordance with the provisions of the said Act, pertinent subsidiary legislation and the Code of Practice issued pursuant to the Act. Such consultation shall in no way prejudice the obligations of Gozo Channel Company Limited in terms of the Act. 4.5 In carrying out his/her obligations in pursuance of this contract, the contractor shall ensure the application of the principle of gender equality and shall thus inter alia refrain from discriminating on the grounds of gender, marital status or family responsibilities. Contractors are to ensure that these principles are manifest in the organigram of the company where the principles aforementioned, including the selection criteria for access to all jobs or posts, at all levels of the occupation hierarchy are amply proven. In this document words importing one gender shall also include the other gender. 4.6 Gozo Channel Company Limited, and/or any of its successors in title, shall be authorized to transfer and/or assign any, or all, of its rights and/or obligations, as the case may be, under this Contract, unreservedly, to Gozo Channel (Operations) Limited (C 76704). In the event of any such transfer and/or assignment taking place Gozo Channel Company Limited shall furnish the operator/provider with any relevant details of Gozo Channel (Operations) Limited (C 76704), being the transferee/s and/or assignee/s of the rights and/or obligations being transferred. This clause shall serve as an acknowledgment by the operator/provider of the transfer and/or assignment of this Contract from Gozo Channel Company Limited, and/or any of its successors in title, to Gozo Channel (Operations) Limited (C76704) in accordance with Article 1473 of the Civil Code (Chapter 16 of the Laws of Malta). 5. Communication 5.1 No clarifications meeting will be held, but any query shall be sent to address tenders@gozochannel.com by not later than five (5) working days prior to the closing date for the submission of the call for offers. 5.2 No bid can be altered after the closing date. 6. Submission, closing date, opening of submissions Page 7

8 6.1 Bidders are to present their offers on the prescribed forms as per Annexes 1, 2, 3, 4, 5, 6, 7, 8 and 9 below. Only bids submitted in the stipulated format will be considered. 6.2 Interested Parties, when submitting their offer are expected to provide a complete and comprehensive response to this call. Responses should include the following: i. Details of Bidders as per Annex 1 below; ii. Bidders Statement as per Annex 2 below; iii. Equipment to be employed in Contract as per Annex 3 below; iv. Sub Contracting as per Annex 4 below; v. Outline approach proposed for contract implementation (Annex 5); vi. Support facilities (back-stopping) to be employed in Contract (Annex 6); vii. Experience as a Contractor as per Annex 7 below; viii. Financial Offer as per Annex 8 below; ix. Additional offers from Bidder (Annex 9) below; 6.3 The closing date is 10 a.m. of 28 th October Bids are to be deposited in the Tender Box, Accounts Department, Gozo Channel Company Ltd, The Brokerage, Level 2, St. Martha Street, Victoria, Gozo. It is the responsibility of the bidder to ensure that submissions are deposited in the Tender Box ahead of the closing date and time. 7. Bid Evaluation Criteria 7.1 Bids will be evaluated subject to the following two (2) phase criteria. The first phase will consist of the evaluation of the bid subject to the selection and technical criteria. The second phase consists of the evaluation of the bid according to the award criteria. It is also understood that any bids should also be first and foremost administratively compliant. This means that any prescribed forms must be properly filled in and any required documentation present with the bid as per Annexes 1, 2, 3, 4, 5, 6, 7, 8 and 9. The Evaluation Committee, when checking and comparing offers and may ask a bidder/s to clarify any aspect of his offer. Such requests and the responses to them must be made by . They may in no circumstances alter or try to change the price or content of the call for offer, except to correct arithmetical errors discovered by the evaluation committee when analysing offers and/or any further clarifications required by the evaluation board Selection Criteria The selection criteria will consist of the following: The bidder s ability to perform the tasks being outlined in the call for offer document; Page 8

9 The bidder s clear understanding of this exercise and deliverables; Should bidders not meet the selection criteria then they will be excluded and not considered for the award criteria Award Criteria The sole award criterion shall be the price. The contract will be awarded to the most economically advantageous technically compliant bid satisfying all the selection and technical criteria. 7.2 The final selection shall be in the sole discretion of Gozo Channel Company Ltd and the Company is not bound to give any justification for the selection made or decisions taken. The Company s decision is final. 8 Terms of Payment 8.1 Full Payment will only be settled within sixty (60) days: i. Upon receipt of Certified Invoice for the delivery of goods/services as per clause 4.1; and ii. when the Company assures that the goods/services are to its satisfaction as per the specifications laid down in the Technical Specifications (Clause 3) of this document. Page 9

10 ANNEX 1 DETAILS OF BIDDERS CALL FOR OFFERS FOR THE PROVISION OF MOBILE TELECOMMUNICATIONS AND FIX LINE SERVICES GCCL COF 02/2016 Name of Person Responsible For the Offer: On behalf of: Company Reg. No: Address: Address: Telephone No: Mobile Phone No: Fax No: VAT Reg. No: DECLARATION: I hereby declare that I have read the entire call for offer document and undertake that, if I am awarded the contract, I shall provide the services as requested in the Terms of Reference and shall abide by the terms and conditions stipulated in the said call for offer document. Signature: Date: Page 10

11 ANNEX 2 BIDDERS STATEMENTS Statement on Conditions of Employment 1. It is hereby declared that all employees engaged on this contract shall enjoy working conditions including wages, salaries, vacation and sick leave, maternity and parental leave as provided for in the relative Employment Legislation. Furthermore, we shall comply with Chapter 424 of the Laws of Malta (Occupational Health and Safety Authority Act) as well as any other national legislation, regulations, standards and/or codes of practice or any amendment thereto in effect during the execution of the contract. 2. It is hereby declared that no part of the services to be provided under this contract shall be sub-contracted to an economic operator who has in his employment employees, who are already in employment with the bidding entity and are carrying out, with the sub-contractor, the same or very similar duties as those in their contract of employment with the bidding entity. 3. The sub-contractor/s agrees to all the conditions listed in this statement. 4. It is hereby declared that the service being provided under this contract will be carried out solely by the bidding entity employees, or bona fide self-employed individuals. No work will be carried out by persons designated as self-employed where their actual employment status in terms of the Employment Status National Standard Order LN 44/2012 is that of an employee. 5. It is hereby declared that all the employees of the bidding entity, whether providing services to the contracting authority or not, has a written contract of service and is registered with the competent authority of my country, which in the case of Malta is the Employment and Training Corporation. If this tender is awarded to us, we shall furnish a list of employees who will be providing the services. Copies of the written contracts of service of the employees will be available at any time for inspection. 6. It is hereby declared that the bidding entity s employees shall be given a detailed payslip containing all relevant details including the amount paid, normal hours worked, overtime hours, hours worked on Sundays and Public Holidays, hours availed of as leave or sick leave, a breakdown of bonuses/allowances as well as deductions made (such as social security contributions and income tax). 7. It is hereby declared that all the wages/salaries of the bidding entity s employees are paid only by direct payment in the employee s bank account. 8. It is hereby declared that the relevant bank statements of wage/salaries deposit and copies of the detailed payslips will be made available as and when required by the Director of Industrial and Employment Relations. Page 11

12 9. It is hereby declared that if the bidding entity is found in breach of any of the above declarations it is accepted that this contract will be terminated and that we will have no right to be compensated for any damage we may have suffered or will suffer in the future in respect to this termination. 10. A list of the minimum hourly workers costs involving the provision of the employees services in this tender is being attached. Signature... Name of Signatory... I.D. No.... Name of bidder/contractor... Date... Page 12

13 ANNEX 3 Equipment to be Employed on Contract Plant proposed and available for the performance of the contract DESCRIPTION Power/ Number Age Owned (O), Origin Present (Type/Make/Model) Capacity Of Units (Years) Hired (H), and (Country) approximate % of ownership value in (A) EQUIPMENT Signature:... (the person or persons authorised to sign on behalf of the bidder) Date:... 13

14 ANNEX 4 Sub-Contracting If Applicable - If the bidder plans to sub-contract part of the works, he must provide the following details: Work intended to be sub-contracted Name and details of sub-contractors Value of subcontracting as percentage of the total cost * Experience in similar works (details to be specified) * Note The maximum amount of sub-contracting must not exceed 30 % of the total contract value. The main contractor must have the ability to carry out at least 70 % of the contract works by his own means. Signature:... (the person or persons authorised to sign on behalf of the bidder) Date:... 14

15 ANNEX 5 Outline approach proposed for contract implementation Signature:... (the person or persons authorised to sign on behalf of the bidder) Date:... 15

16 ANNEX 6 Support facilities (back-stopping) to be employed on Contract Signature:... (the person or persons authorised to sign on behalf of the bidder) Date:... 16

17 ANNEX 7 Experience as Contractor List of principal deliveries/contracts effected/performed during the past five (5) years being : Description of Total Value of Period of Execution Client*/ Supplies/Services Supplies/Services Contracting Authority* * In so listing the end clients, the bidder is giving his/her consent to the Evaluation Committee, so that the latter may, if it deems necessary, contact the relevant clients, with a view to obtain from them an opinion on the supplies/services provided to them. Signature:... (the person or persons authorised to sign on behalf of the bidder) Date:... 17

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23 ANNEX 9 ADDITIONAL OFFERS BY THE BIDDER i. Details of free hardware to be offered as per item : Signature:... (the person or persons authorised to sign on behalf of the bidder) Date:...