Chelton Limited
The Chelton Centre, Fourth Avenue, Marlow, SL7
1TF, United Kingdom 07.01.2025 No 2-7/25/5010-2
Procurement documents “The life cycle
management of intercom systems” 279114
1. General data
1.1. Title of the public procurement: “The life cycle management of intercom systems”.
1.2. Contracting Entity: Estonian Centre for Defence Investments, registry code 70009764, address
Järve 34a, 11314 Tallinn.
1.3. Type of procurement procedure: negotiated procurement procedure without prior publication.
1.4. Any questions about the procurement documents should be sent to Katrin Orumaa and Ats
Janno via e-mail:
[email protected] and
[email protected].
2. Object of the public procurement
2.1. The object of the procurement is to ensure effective life cycle management of intercom systems
(including hardware, software, services and training).
2.2. This procurement also covers, but is not limited to related devices/equipment (e.g.
loudspeakers, antennas, cables, gateways etc.), and if needed provide training for and other
related products (systems mid-life upgrades and new systems) and/or services such as
modifications and updates, accessories, spare parts and maintenance services (including
analyses repairs).
3. Submission of grounds for exclusion and tender documents
3.1. Grounds for exclusion and tender documents submission deadline will be stated upon
presenting the procurement documents (hereinafter PD). Submission not later than 24.01.2025
11:00 o’clock Eastern European Time (EET) using an e-mail address
[email protected], a
copy shall be sent to the e-mail address
[email protected]. Subject line must consist: person
responsible Katrin Orumaa, “The life cycle management of intercom systems" (279114).
3.2. Grounds for exclusion and tender documents must be submitted together.
3.3. Grounds for exclusion documents contain the documents required in Clause 4.
3.4. Tender documents must contain the documents required in Clause 6.
3.5. The grounds for exclusion and tender documents must be prepared in accordance with the
terms and conditions specified in the PD and may not be misleading in any way.
3.6. The tenderer shall bear all costs related to participating in the procurement.
3.7. The grounds for exclusion and tender documents must be submitted in Estonian or English. The
contracting entity has the right to request translations into Estonian or English for any other
language documents incl. certificates, evidence, certified statements etc. Promotional materials
annexed to the tender may be in any other foreign language (preferably in English). All
correspondence within the procurement process shall be carried out in Estonian or English. Any
Järve 34a / 11314 Tallinn / Estonia / +372 717 0400 /
[email protected] / www.ecdi.ee
Registration code 70009764
communication with the successful tenderer within the fulfilment of the procurement contract
shall also be carried out in Estonian or English.
3.8. Submitted documents must be final and must not contain any corrections or additions.
4. Structure of the grounds for exclusion documents and list of documents
4.1. Certificate of a competent authority of the country where the tenderer is established stated in
PD point 5.2.1.1.
4.2. Tax certificate stated in PD point 5.2.1.2.
4.3. Certificate of a competent authority of the country where the tenderer is established stated in
PD point 5.2.2.1.
5. Grounds for exclusion of tenderer
5.1. The grounds for exclusion of tenderer is based on the grounds for exclusion requirements
specified in the PD. A tenderer is qualified if it has submitted all documents required in the PD
and the grounds for exclusion are verified by the contracting entity and it complies with the
requirements specified in the PD.
5.2. Requirements outlining the specific circumstances of a tenderer which would serve as grounds
for removing the tenderer from the procurement procedure.
5.2.1. Tenderer to be excluded from the procurement procedure at any time (according to
Estonian Public Procurement Act § 95 section 1 clauses 1, 2 and 3)
5.2.1.1. Tenderer, who or whose member of an administrative, management or
supervisory board or another legal representative or a contractual
representative involved in the public procurement has been convicted of
participation in a criminal organisation, violating the duty of integrity, a corrupt
act, fraud, commission of a terrorist act or of any other criminal offence linked
to terrorist activities or of inciting or aiding or abetting or attempting to commit
such an offence, a money laundering offence, or terrorist financing, enabling an
alien who is unlawfully staying in Estonia to work here or of enabling a breach
of the conditions for an alien’s employment in Estonia, including of payment of
a salary below the statutory rate, illegal use of child labour or of an act related
to the trafficking of human beings.
Verification document: written confirmation of the absence of the
abovementioned circumstances (report from the Estonian criminal records
database on the absence of the circumstances or certificate of a competent
authority of the country where the tenderer is established. Where the country
in which the tenderer or candidate has their seat does not issue such a
documents, they may be replaced by a sworn affidavit of the tenderer or
candidate or of the tenderer’s or candidate’s representative or – if the country
in which the tenderer or candidate has their seat does not issue such a document
– by a an affidavit sworn before a competent judicial or administrative authority,
notary or a competent professional or trade body in accordance with the
legislation of that country -according to Estonian Public Procurement Act § 96
section 2 clause 1 and section 3. Document is submitted at least as a copy.
5.2.1.2. Tenderer, who has tax arrears within the meaning of the Taxation Act regarding
state taxes, contributions or environmental charges or tax arrears or overdue
social security contributions under the legislation of the country where the
tenderer is established.
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Verification document: the tenderer submits a certificate from the respective
authority of their country of residence on the absence of national tax arrears
(according to Estonian Public Procurement Act § 96 section 2 clause 2; not
earlier than as of the date of the beginning of the procurement procedure).
5.2.1.3. Tenderer, who or whose member of an administrative, management or
supervisory board is a subject of an international sanction within the meaning
of the International Sanctions Act.
Verification: the contracting entity verifies the tenderer through public data in a
database:
EU Sanctions Map https://www.sanctionsmap.eu/
5.2.2. The contracting entity may exclude from the procurement procedure (according to
Estonian Public Procurement Act § 95 section 4 clause 3)
5.2.2.1. Tenderer, who are bankrupt or in liquidation, against whom bankruptcy or
liquidation proceedings have been initiated, whose business activities have
been suspended or who is in another similar situation under the legislation of
the country where the tenderer is established.
Verification document: certificate of a competent authority of the country
where the tenderer established regarding the circumstances specified.
Document is submitted at least as a copy (for an example extract from business
register of the country where the Tenderer is established).
6. Structure of the tender documents and list of documents
6.1. Tenderer submits a document describing the following strategies:
6.1.1. Specify the standardized method how the maintenance system is built up and what is the
maintenance strategy, for example according to IEC 61508 series, SAE JA1011 and SAE
JA1012. Maintenance strategy examples in general: corrective (maintenance is carried out
following detection of an anomaly), preventive (by defined intervals or criterias), risk-
based (test or analysis-based) and condition-based (by equipment monitoring).
6.1.2. Specify the pricing strategy based on maintenance strategy. Is the strategy hourly-, service-
based, or something else?
6.1.3. Tenderer submits the document in free form. If deemed necessary, additional documents
will be submitted.
6.2. List of Intercom related spare parts and services with their costs. These prices will be fixed in
Framework Agreement.
6.3. Suggestions, proposals and comments about the Framework Agreement draft (Annex 1 to PD).
6.4. Document(s) which state the power of attorney of the person who has signed the tender. If a
person who does not have the power of attorney signs the tender, then an authorization letter
must be accompanied with the tender documents.
6.4.1. If the tenderer is not able to sign documents digitally by Estonian ID card or mobile ID,
documents are submitted as scanned copy of signed papers of originals.
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7. Submitting a tender and the compliance to the PD
7.1. Tender is submitted at the same time with qualifications documents.
7.2. Tender meets the compliance requirements if tenderer has submitted all tender documents
required in the PD and the compliance is verified by the contracting entity and it complies with
the requirements specified in the PD (according to Clause 6).
7.3. The contracting entity has the authority to not conclude a contract if new circumstances have
come to light during the procurement proceedings which preclude concluding the procurement
procedure under the terms and conditions set out in the PDs or make the same inadvisable for
the contracting entity.
8. Validity period of the tender
8.1. The validity period of the tender shall begin on the deadline of submitting the tender and last
for 120 days.
9. Final provisions
9.1. In matters not regulated by the PD, the contracting entity and tenderer shall be governed by
the Estonian Public Procurement Act.
10. Annexes
10.1. Annex 1. Framework Agreement draft;
10.2. Annex 1.1. Procurement Contract draft;
10.3. Annex 2. Security Requirements with Annexes;
10.4. Annex 3. Labelling of pallets and pallet group packages.
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