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					ELECTRICITY AUTHORITY OF CYPRUS SECTION 1 - INSTRUCTIONS TO TENDERERS 1.1 Prices

Quoted prices shall be Duty Free for delivery to the EAC’s Drawing Offices as follows: 1No. 1No. 2No. 1No. 1No. EAC Head Office – Nicosia District Office – Nicosia District Office – Larnaca District Office – Limassol District Office – Paphos

Prices shall not be subject to any variation in the cost of materials, labour, freight etc., and shall remain firm for the duration of the contract. 1.2 Validity

The quotation shall be held valid for acceptance or rejection for a period of 90 days from the Closing Date. 1.3 Cost of Submitting Quotation

EAC will not be responsible for, nor pay for, any expense or loss which may be incurred by any Tenderer in the preparation and submission of his quotation or otherwise related thereto and regardless of the conduct or outcome of the tendering process. 1.4 Submission of Quotations

The attached schedules A, B and C must be filled-in, signed and returned together with your quotation. The quotation should be enclosed and sealed in an envelope bearing the words : RFQ No. 197/2002 SUPPLY OF INKJET PLOTTERS CLOSING DATE : 24.09.2002 The quotation should either be deposited in the Tender Box at the Head Office of the Electricity Authority of Cyprus at 15 Photi Pitta Street, Nicosia, Cyprus, or be sent by post addressed to the Electricity Authority of cyprus, P. O. Box 24506, CY-1399, Cyprus and should reach this office before 12:00 hrs Local Time of the above mentioned closing date. In case the envelope is larger than the opening of the Tender Box (49cm x 7cm) the quotation must be delivered to the Section Head of the Registry on the 3rd floor. Quotations received after the closing date and time will not be considered. 1.5 Leaflets & Drawings

The quotation shall be accompanied by fully descriptive leaflets, illustrations and drawings of the goods offered, in English or Greek language.
CODE :TD00134e/1.2 Section 1 Page 1/3

1.6

Maintenance

The Tenderers are required to quote for an annual maintenance fee following the expiration of the respective guarantee period, comprising at least one preventive maintenance every 4 months and also emergency repairs whenever necessary. The annual maintenance charge quoted will cover labour costs, parts, travelling and any other necessary expenses. It must remain fixed for a period of four years after the expiration of the guarantee period. The Tenderers are also requested to state whether they maintain at least one well-equipped repair workshop manned by experienced personnel, trained to service Plotters. 1.7 Experience

1.7.1 The Tenderer must have proven and extensive experience in the execution of orders of similar nature and value as offered in his Tender. 1.7.2 A detailed list of references of previous sales giving full name and addresses of Purchasers, quantities and year of sale of the material offered shall be submitted. 1.8 Quality Assurance

The manufacturer must have an ISO 9002 Quality Assurance Certificate issued by the Cyprus Organisation for Standards and Control of Quality, or any member of the IQNET or other Organisation accredited for this purpose by a National Accreditation Body. OR The manufacturer must implement a Quality Assurance system which ensures that the procedures, processes and other measures taken by the manufacturer are equivalent to the Quality System requirements specified in the ISO 9002 Standard. 1.9 Certificates

The Tenderer must furnish as part of his Tender:  A Valid ISO 9002 Quality Assurance Certificate from the manufacturer of the Plotters issued by the Cyprus Organisation for Standards and Control of Quality, or any member of the IQNET or other Organisation accredited for this purpose by a National Accreditation Body. OR A certificate accompanied by the relevant Assessment Report, issued during the last 12 months prior to the Closing Date establishing that the Quality Assurance system implemented for the manufacture of the equipment offered is equivalent to the Quality System requirements specified in the ISO 9002 Standard. The certificate may be issued by the Cyprus Organisation for Standards and Control of Quality, or any member of the IQNET or other organization accredited for this purpose by a National Accreditation Body.  Test Certificates establishing that the offered equipment, comply with the specified standards. Replacement of parts

1.10

Parts which will need periodical replacement due to normal wear and tear must be stated.
CODE :TD00134e/1.2 Section 1 Page 2/3

1.11

Spare Parts

Tenderers are required to guarantee the availability and prompt supply of all necessary spare parts, during expected life of the Plotter. To this effect the manufacturers are required to declare in writing the minimum number of years that all spare parts for the Plotter offered will be freely available. 1.12 Acceptance of Quotation

EAC does not bind itself to accept the lowest or any quotation nor to assign any reason for the rejection of any quotation nor to purchase the whole of the plant and materials specified or any part thereof. 1.13 Adjudication

Adjudication will take into account the following: (a) Cost of the Plotters (b) Compliance with Specification (c) Maintenance charge for four years (labour and parts) (d) Cost of Consumables, required for 5 years operation of the plotters, as follows : For each plotter : 150 pcs of Paper Rolls 24’’ x 45 metres 325 pcs of Paper Rolls 36’’ x 45 metres 150 pcs of Paper Rolls 42’’ x 45 metres Black Ink Catridge to plot a total 15.000m of roll Single Colour Catridge to plot a total of 4.000m of roll (e) Workshop (f) Experience of the Tenderer (g) Response Time In case a Tenderer wishes to offer more than one-year guarantee then the maintenance period will be reduced accordingly. The award will be made to the lowest evaluated Tenderer who satisfies the Authority’s requirements. 1.14 Workshop

The Tenderers must give details for at least two specialised and qualified technicians for the repair/maintenance of the plotters. If the Tenderers do not own workshop then they must give in their quotation details of the agreement reached with another workshop. 1.15 Alternative offers

In case a Tenderer wishes to submit an alternative offer, this must be clearly specified in the Schedule ‘’Prices and Terms of Quotation’’. The main offer and each alternative offer will be examined as a separate and distinct offer on its own merits.

CODE :TD00134e/1.2

Section 1 Page 3/3

ELECTRICITY AUTHORITY OF CYPRUS SECTION 2 – GENERAL CONDITIONS OF CONTRACT 2.1 Delivery

Goods are required for delivery to the EAC’s Offices the earliest possible but not later than one month. Exact delivery from date of fax Order to be stated. 2.2 Terms of Payment

Payment will be made in the currency of the Order. The usual method of payment adopted by the EAC, is within 30 days from receipt of goods. However any Tenderer who seeks more favourable terms of payment may set out such terms in detail in his tender, but the Tenderer must have in mind that the method of payment will be taken into consideration when adjudicating the quotations received. Payment for the maintenance will be made at the end of each year. 2.3 Guarantee

The Contractor shall undertake that, if within 12 calendar months from delivery, any of the goods supplied show defective material or workmanship in the manufacture and notice thereof is given to him, he will repair and make good the default free of charge or, alternatively, he will supply free of charge a portion similar to the defective portion. The guarantee shall cover both labour and spare part costs. The period of guarantee offered must be stated and in any case it must not be less than one year. The supplier shall undertake free of charge the maintenance of the equipment for the duration of the guarantee period. 2.4 Import Duty

A customs exemption certificate will be issued to local Suppliers for imported goods to be delivered to the EAC’s Offices and to Local Manufacturers for raw materials to be used on production of invoice and Bill of Lading. 2.5 Training

The successful Tenderer shall be responsible to undertake the training of the Authority’s staff who will be operating the Plotters supplied. The cost of such training shall be included in the quotation. 2.6 Response Time

The Response Time is very important and should not exceed 3 hours. 2.7 Maintenance Agreement

The Authority shall enter into a 4-year maintenance agreement with the successful Tenderer following the expiration of the guarantee period for the service & repair of the Plotters. The successful Tenderer shall carry out all scheduled services during the 4-year period at the prices entered in the Schedule of Prices.

CODE :TD00134e/1.2

Section 2 Page 1/2

2.8

Maintenance Agreement Card

The successful Tenderer shall provide a Maintenance Agreement Card to be delivered with each Plotter and which will state the full address, fax, telephone number and name of person to be contacted in case of repair. A sample of this type of Card is given in the attached Appendix.

CODE :TD00134e/1.2

Section 2 Page 2/2

ELECTRICITY AUTHORITY OF CYPRUS SCHEDULE A

TECHNICAL SPECIFICATIONS RESPONSE
S/N 1. Qty 6 MINIMUM REQUIREMENTS INKJET PLOTTER A0
Thermal Inject Technology 160MB RAM 5GB Hard Disk 4 separate color ink cartridges Adobe Postscript 3 (using hardware base Raster Image Processor) and HP-GL/2 languages Vector palette 256 colors, 16 grey levels Resolution: up to 2400 x 1200 dpi Print speed 7.5m2/hour Low Ink Level Indicator Plotting quality modes: Draft, Normal, Enhanced & High Quality Centronics Parallel interface and cable Internal Print Server 10/100Mbit/s Ethernet Software Drivers (Windows 9x, 2000; Microstation; ADI drivers for AutoCAD) Media Sizes: A4 to A0 Roll Widths up to 42” Nesting of printouts Nesting time adjustable Provide Nesting Time Steps Media Type: Paper/ Tracing Paper/ Film/ High Gloss Film Media Handling: Cut Sheet and Roll Feed (up to 45m) with cutter Stand with Bin Voltage 240VAC ±10% Frequency 50Hz

TENDERER RESPONSE

SCHEDULE

Page 1/4

S/N 2.

Qty

MINIMUM REQUIREMENTS Training
-

TENDERER RESPONSE

At least 2 users in the operation of each Plotter.

3

Warranty
Minimum one year Maintenance agreement

4

Technical Support
-

-

-

At least two specialised and qualified technicians for plotters (complete CV of the technicians is essential). Specialised workshops in the three major cities (Lefkosia, Lemesos, Larnaka) of Cyprus. Capability to provide complete service every working day of the year all over Cyprus.

5

Spare parts availability (ex-stock)
All necessary spare parts available in stock

6

On site demonstration

Each company must be able to give a complete on site demonstration of the offered plotters to three EAC representatives

Signed On behalf of Date

: ................................................................................ : ................................................................................. : …………………………………………………………..

SCHEDULE

Page 2/4

ELECTRICITY AUTHORITY OF CYPRUS SCHEDULE B

Consumables (for Plotters)
Length of each Roll Duty Paid Unit Price Cyp

Catalogue Code

Type
Printheads (specify durability in relation with ink cartridge changes) Paper rolls 24”

…………….m
Paper rolls 36”

…………….m
Paper rolls 42” Ink Cartridge colour Black: Ink Cartridge colour Cyan: Ink Cartridge colour Magenta: Ink Cartridge colour Yellow:

…………….m Each Cartridge plots ………..m Each Cartridge plots ………..m Each Cartridge plots ………..m Each Cartridge plots ………..m

Signed On behalf of Date

: ................................................................................ : ................................................................................. : …………………………………………………………..

SCHEDULE

Page 3/4

ELECTRICITY AUTHORITY OF CYPRUS REQUEST FOR QUOTATION No. 197/2002 – CLOSING DATE : 24.09.2002 SCHEDULE C PRICES AND TERMS OF QUOTATION The Tenderer is directed to enter below the price at which the plotters will be supplied. The prices to be DUTY FREE and include manufacturing, works inspection and tests and any other charges up to delivery to the Authority’s Offices. Companies registered in Cyprus are requested to give their VAT registration number. This schedule forms part of the quotation. Item No. 1 Quantity 6 Description Inkjet Plotters Maintenance Charge (including labour and parts) 1st year 2 6 2nd year 3rd year 4th year ……………. ……………. ……………. ……………. ……………. ……………. ……………. ……………. Unit Price C£ Total Amount C£

TOTAL PRICE IN CYPRUS POUNDS
1. Terms of payment

: Within 30 days from receipt of Goods (See Clause No. 2.2 of General Conditions of Contract) : 90 days from Closing Date : ........................................................................................................ : ......................................................................................................

2. Validity of quotation 3. Delivery time 4. Response Time

5. Number of alternative offers submitted : ............................................................................ Total number of offers submitted : ...................................................................................... 6. Have the following been submitted : ISO 9002 (Yes/No) : Test Certificates (Yes/No) : Reference List (Yes/No) : Details of w/shop (Yes/No) 7. Name and country of manufacturer : ................................................................................. Signed : ........................................................................................................ On behalf of Address Tel. No. Fax No. VAT Reg. No. Date
SCHEDULE

: ........................................................................................................ : ........................................................................................................ ......................................................................................................... : ........................................................................................................ : ........................................................................................................  ........................................................................................................ :……………………………………………………………………………
Page 4/4

APPENDIX

MAINTENANCE AGREEMENT CARD COMPANY DETAILS (TO INCLUDE FULL ADDRESS, TEL, FAX AND CONTACT NAME) DESCRIPTION NAME OF SIGNATURE OF EAC (e.g. Annual Maintenance or Repair) REPAIRMAN REPRESENTATIVE

DATE OF SERVICE

APPENDIX

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