Achiziție - Echipamente specializate de personalizare a pașapoartelor/documentelor de călătorie cu pagina de date din policarbonat

Considering the significant amount of the project, we request the entity to consider the following payment terms, which are in line with the delivery of personalization equipment in today's market:
Fifty percent (50%) upon receipt of the order, as a down payment.
Forty percent (40%) upon completion of the Factory Acceptance Test (FAT) of the system(s). With issued by The buyer of an LC ,30 days after signing the contract.
Ten percent (10%) upon completion of Act of delivery-receipt of the Goods. With issued by The buyer of an LC ,30 days after signing the contract.
By implementing these payment terms, we aim to ensure a smooth and timely delivery process. Please let us know if you have any questions or require further clarification.

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The Bidder should prepare the quote in accordance with the requirements outlined in the tender documentation

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Please confirm the percentage is based on the total amount of the Contract with or without VAT.

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The percentage is based on the total amount of the Contract with VAT for resident bidders and without VAT for non-resident bidders.

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We request the entity to consider reducing the liability to the amount of 0.1% of the cost of undelivered/not provided Goods for each day ( in line with clause 10.4.)but not more than 5 % of the total amount of this Contract. Please clarify if this total amount of this Contract is with or without VAT

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The applied percentage (clause 10.3) is related to the risks and damages that could be caused by late delivery of goods for the contracting authority.

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To ensure the timely and successful completion of the project, we propose the following to be included in the contract :

Provision of Test Documents : The Buyer will supply sufficient test documents (passport booklets) to The Supplier when requested, for internal testing and completion of the acceptance tests (Factory acceptance Test -FAT and Site Acceptance Test- SAT). The Supplier will inform The Buyer ahead of time about the exact amount of documents required.
The Buyer will supply a set of documents (passport booklets) at the moment the systems are ordered. If it is not possible to supply the original documents, The Buyer will provide a set of documents that are as close as possible to the originals, along with a detailed specification of the documents in writing. The quantity of documents included in the set will be mutually agreed upon. This set will be referred to as the Test Set.

Transportation and Installation: The Buyer will prepare the site(s) for installation of the systems in a timely manner. The Supplier will inform the The Buyer ahead of time about the exact requirements of the systems.

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The Bidder should prepare the offer in accordance with the requirements outlined in the tender documentation

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Clause 1 from the II. SPECIAL CONTRACT CONDITIONS refers to the Act of Delivery-Receipt of Goods to be signed by both parties. Could you please provide a template for this document? Additionally, could you clarify when this document should be signed? Is it after all services have been provided, after training?

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The Act of Delivery-Receipt of Goods will be drawn up by both parties and signed after the delivery, integration/adaptation of the equipment to the existing system, and training of the personnel at the contracting authority’s premises.

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It is crucial to include the following clause in the SPECIAL CONTRACT CONDITIONS.
The equipment will be positioned at their final locations on the Site. The Supplier will connect the equipment to the available utilities. The Site Acceptance Test (SAT) will be conducted at the Buyer’s premises. Each test outlined in the FAT will be performed during the SAT. Upon successful completion of all tests, the Buyer will sign the SAT indicating acceptance of the equipment.

This will then be part of the Act of Delivery/Acceptance of the Goods

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The contracting authority will take all necessary measures to ensure the reception of goods and associated services within the established terms at all stages (FAT, SAT), as specified in clause 6.2 (a) of the Annex 24 Contract

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To ensure the timely and successful completion of the project, as requested in the tender, with the defined delivery time, we propose the following to be included in the contract:

If, for reasons outside the control of the Supplier, the FAT is not performed within one month after inviting the Buyer for FAT, the equipment will be considered to have passed the Factory Acceptance Test (FAT), and all payment instalments related to the FAT, if applicable, will be due. The equipment will be prepared for shipment.

If, for reasons outside the control of the Supplier, the SAT is not performed within one month after the date of Equipment Ready for Shipment, the SAT will be considered as performed successfully, the equipment will be accepted, and all payment installments will be due.

The installation, SAT, and training will be performed in one contiguous action without interruptions caused by factors outside the control of the Supplier.

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The Bidder should prepare the offer in accordance with the requirements outlined in the tender documentation

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Regarding specification 14, which states that the language of communication can be English or Romanian, we kindly request the entity to keep it to English. As this is an international tender, using English will help ensure there are no misunderstandings throughout the project.

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According to art. 40 of the Law no. 131/2015 on public procurement, the contracting authority is obliged to prepare the tender documentation in Romanian, and in another language in case the nature of the required goods, works and services requires the attraction of foreign economic operators, foreign resources, foreign technologies, the provision of expert services or the involvement of foreign competitors.

According to point 31 of the Procurement Notice (Annex no. 2), the resident bidders shall submit the bids and clarifications in Romanian and the non-residents bidders can submit the bids and clarifications in English.

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Please confirm all tender documentation and supporting documents can be provided in English or Romanian.

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According to art. 40 of the Law no. 131/2015 on public procurement, the contracting authority is obliged to prepare the tender documentation in Romanian, and in another language in case the nature of the required goods, works and services requires the attraction of foreign economic operators, foreign resources, foreign technologies, the provision of expert services or the involvement of foreign competitors.

According to point 31 of the Procurement Notice (Annex no. 2), the resident bidders shall submit the bids and clarifications in Romanian and the non-residents bidders can submit the bids and clarifications in English.

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After reviewing the requirements we noticed that point 16 of Annex no. 2 does not specify the amount for the average annual turnover. Could you please provide the exact amount that should be referenced in point 16?

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Point 16 of the Procurement Notice (Annex no. 2) foresees that this requirement is not applicable.

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Based on the answer:
Answer (1 Apr 2025, 13:40):
Please find the layout by following the link:
https://asp.cloud.gov.md/index.php/s/ack8JcwbtjfEHnE

After reviewing the shared layout, please confirm that the "Special text special text / , Special text special text / and Special text special text " ( green text) on the left side of page 3 is preprinted in all passports and does not need to be personalized.

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For all types of passports, 2 types of photos and numbers (the black ones) will be printed on page 3.

"Special text special text / , Special text special text / and Special text special text" (greeg text) is an example of the arrangement of standard information that will be printed in some cases for some types of passports. The size and number of characters for these cases will remain the same

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We kindly request the customer to consider using a Bank Guarantee for the bid/performance bond, as it is the best practice in all European tenders. Given the substantial value of this contract, with an allocated budget of 44 303 214,00 MDL, approx. 2.284.273,71 million Euros, we believe that secure payment terms are crucial. In previous tenders, the requirements were as follows:
• The bid shall be submitted along with a Bid security issued by a bank, according to the template from Annex no. 9 to the Standard documentation approved by the Order of the Minister of Finance no. 115 as of 15.09.2021.
• Performance security issued by a bank, according to the template from Annex no. 10 to the Standard documentation approved by the Order of the Minister of Finance no. 115 as of 15.09.2021.

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The Bidder should prepare the bid and submit the Bid security and Performance security in accordance with the requirements outlined in the tender documentation.

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Please confirm performance bid/bond validity is until 31 December 2025 as the Contract validity stated in clause 12.6 of the DRAFT contract Annex 24.

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According to art. 68 para. (8) of the Law no. 131/2015 on public procurement […The performance security shall be returned by the contracting authority upon full performance of the public procurement contract]

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Furthermore, please note that our request for changed payment terms has been rejected, thus additionally increasing the risk in this project to the supplier of the services as the full payment is only made upon the delivery of the systems. Please note that there are multiple milestones during the project execution phase that are highly customer dependent and create a high risk to the supplier in case of a delayed reaction from the procuring entity that may result in the imposition of penalties or a delay in delivery and, consequently, payment to the supplier for this project. The key milestones identified in our previous cooperation are:
• Initiation
o User Requirement Specification
o Acceptance Testing Specification
o Passport specification and graphical layout
• Delivery of testing booklets with chip
• Delivery of testing booklets without chip
• Factory Acceptance Tests
• Host/Chip integration test
• Site Acceptance Tests

Incorporation of these steps in the CONTRACT with customer commitments as customer obligations would help reduce the risk of delay in the project and increase the understanding of the key factors influencing the timeline of this project by both parties

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The Bidder should prepare the bid in accordance with the requirements outlined in the tender documentation

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We kindly request a one-week extension for the submission due to the additional time needed to obtain an apostille for the Documents issued by judiciary bodies and courts, as well as documents issued by notaries and for the Certificates issued by registry offices. Your understanding and consideration are greatly appreciated

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According to the requirements set out in point 17 of the Procurement Notice, it is not mandatory to submit the supporting documents marked with * along with the bid,
„*In case PSA, under the provisions of art. 20 para. (8) Law no. 131/2015 on public procurement, will require to provide certain supporting documents, the economic operator is obliged to submit them within a period of up to 7 calendar days, according to the provisions of ESPD/DUAE and the normative framework in force. In case of failure to submit the supporting documents within the deadline set, the economic operator will be disqualified.
In case of a non-resident economic operator participating at the public procurement procedure, it is obliged to provide the supporting documents recognized on the territory of the Republic of Moldova according to the regulatory framework in force (apostilled, legalized, etc., as the case maybe).”

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Beside the emulation of the perso equipment, does the SDK also refer to all below aspects?
• Reading the document number from chip
• For personalization of the chip
• For chip verification

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The supplier of perso system will develop software to interact directly with the chip, for reading chip number as well as performing electrical personnalisation.
Regarding automatic chip verification in the perso equipment, this is not a requirement from the tender. Bidder can offer additionally this feature and propose implementation of automatic chip verification, through SDK.

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"2.The Preventive Factory Acceptance Test (FAT) shall be performed at the Supplier's premises and shall include functionality, completeness and performance tests. The equipment shall be capable of performing all processes and performance specified in Annexes no. 1 and 1.1. Material required for testing will be provided by the Buyer. The Preventive Factory Acceptance shall be confirmed by signing the Factory Acceptance Report (FAT) by both Parties."

Could you please clarify, whether travel and accommodation costs for the Buyer’s employees attending the FAT should be included in the offer?
If yes, please provide information on the number of Buyer’s employees expected to participate in the FAT?

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No. During the FAT stage, the Buyer will be responsible for the travel and accommodation expenses of its employees.

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