Request for proposal RFP 21588 DPI - HSM

In connection with the implementation of the project "Development of Adamed Pharma infrastructure dedicated to increasing the Company's ability to implement projects in the area of inhalation products, Adamed Pharma S.A. invites you to submit tenders for the execution of the contract subject defined below.

Subject of the Tender:

1. Supply of High Share Mixerfor theproject, until 31 June 2023 under the conditions describedin thisinquiry and URS file (appendix 3).
2. Place of delivery: Adamed Pharma SA, Pabianice, Pilsudskiego 5, 95-200 Pabianice, Poland

Conditions for participation in the proceedings:

1. Orders cannot be awarded to entities affiliated personally of financially with the Contracting Authority. Through financial or personal connection we understand the interactions between the Contracting Authority or persons authorized to enter into commitments on behalf of the Contracting Authority or persons performing on behalf of the Purchaser activities associated with the preparation and the procedure for selecting Suppliers and Supplier, in particular by:
   • participation in the company as a partner or partnership,
   • owning at least 10% of the shares,
   • the functions of a member of the supervisory or management, proxy,
   • remaining married in consanguinity or affinity in a straight line, second-degree consanguinity or affinity of the second degree in the collateral line or by adoption or guardianship.
2. In order to fulfill this condition a tenderer is obliged to send with the offer signed statements about the lack of connections (Appendix 1 to this RFP).
3. The offer is addressed to entities with at least 3 years of experience in the implementation of similar deliveries of high-speed mixers (i.e. intended for manufacturing works of inhalation medicinal products), acquired in the years 2017-2021.

 The experience should be demonstrated by submitting together with the offer: the Supplier's declaration of having such experience along with an indication of at least 3 deliveries of high-speed mixers intended for the production of inhalation medicinal products in the OEB4 / OEB5 toxicity class (including the names of customers for whom such deliveries were made).

Offer preparation:

1. Deadline for submitting Offer is 11.03.2022 and visible in the system. The deadline for Answers submission may change, all Suppliers will be informed by e-mail.
   Deadline for submitting questions to the inquiry:answers will be provided to end of the procedure.
   Late submission of questions from the point of view of the closing date of the procedure may result in a lack of time to provide the required answer.
   In order to ensure equal access to information to all Tenderers participating in the proceedings, questions and answers (with hiding the author's questions) will be sent to all Tenderers.
2. Each Supplier may submit only one offer and it is not allowed to submit partial offers
3. The offer should be prepared in Polish or English
4. The offer should be divided into 2 parts: substantive and commercial parts and contain at least the following information: Supplier's name and address, inquiry number, price of the device, transport, completion date from the moment of placing the order until the service is provided, payment date.
5. The substantive part of the offer should contain technical issues, including a detailed description of individual elements being the subject of the offer, warranty conditions, maintenance services and technical specification of the device
   1. The technical requirements of the Contracting Authority have been confirmed in Appendix_3_RFP 21588 DPI - HSM -URS to this request for quotation. The supplier should mark the state of compliance with a given requirement (YES or NO) in a dedicated column and may add a comment.
   2. Only offers that meet all the weights of the requirements marked in Appendix_3_RFP 21588 DPI - HSM -URS with the description: "Critical" will be considered for further evaluation. Offers without a completed Appendix 3 (URS) will not be considered.
6. The commercial part of the offer should include the (net) valuation of individual offer elements and all commercial conditions
   1. It should also be prepared in a spreadsheet file constituting Appendix 2 to this request for quotation: Appendix_2_RFP 21588 DPI - HSM -CompanyName. Offers without a completed Appendix 2 will not be considered. Additionally, the Supplier may prepare an offer in its own format.
7. The offer with the required attachments should be submitted to the following e-mail address: lukasz.szumowicz (at) adamed.com
8. If the prices in the offer are expressed in EUR, they will be converted using the exchange rate 4.4536 PLN / EUR PLN / EUR, in accordance with the Notice of the President of the Public Procurement Office of December 3, 2021 on the current EU thresholds, their equivalent in PLN, the PLN equivalent of amounts expressed in EUR and the average PLN / EUR exchange rate constituting the basis for converting the value of public contracts or contests
   In the case of other currencies, the average NBP exchange rate on the date of the inquiry announcement will be adopted.
9. Offers submitted after the deadline will not be taken into account
10. The Tenderer, before the deadline for submitting offers, has the right to:
    1. withdraw the offer by submitting a written notification by the way described for the submission of offers,
    2. change the offer - notification about the introduction of changes must be submitted according to the same rules as the offer submitted, appropriately marked with the annotation "OFFER CHANGE".

Selection criteria and evaluation methods of submitted bids:

1. The Contracting Authority is entitled to reject the tender submitted by the Supplier who does not meet the conditions for participation in the proceedings, or if the offer is incomplete or incompatible with this request.
2. Selection criteria:
   1. Net price (PLN/EUR), the weight criterion - 60%.
   2. Delivery date (declared time needed for delivery, expressed in days; delivery date is counted from the date of placing the order by the Contracting Authority until the FAT date) - 40% of the overall assessment.
3. The Contracting Authority shall evaluate offers based on the result of the accumulated number of points calculated on the basis of above criteria and scores:

   Criteria	Weightcriterion [%]	Method of evaluation in accordance with the formula
   Price	60%	net price of the lowest offer/net price of tested offer x 100 x % = number of points
   Delivery date	40%	the shortest time /offer tested x 100 x % = number of points

4. The results of the mathematical calculations carried out in the evaluation of tenders are rounded to the second decimal place. In case of equal scores for at least two offers the Contracting Authority will make the final choice of the offer more favorable when it comes to the impact on the environment (including the number of laboratory animals planned to use). For this purpose, the Contracting Authority shall have the right to call the Suppliers, whose tenders have obtained the highest final points, to complete the offer by giving indicated by the Contracting Authority information about an impact of the offer on the environment. The deadline to complete the offer will be determined by the Contracting Authority, but it cannot be less than 3 working days from receipt of the request.
5. The results of the mathematical calculations carried out in the evaluation of tenders are rounded to the second decimal place. In case of equal scores for at least two offers the Contracting Authority will make the final choice of the offer more favorable when it comes to the impact on the environment (including the number of laboratory animals planned to use). For this purpose, the Contracting Authority shall have the right to call the Suppliers, whose tenders have obtained the highest final points, to complete the offer by giving indicated by the Contracting Authority information about an impact of the offer on the environment. The deadline to complete the offer will be determined by the Contracting Authority, but it cannot be less than 3 working days from receipt of the request.

The choice of Supplier and way of announcing:

1. The Contracting Authority will select the most advantageous offer on the basis of the selection criteria defined in this request for proposal.
2. Information on the results of the procedure will be sent by the Contracting Authority to each Tenderer who submitted his offer.
3. The Contracting Authority will inform about the results of this request for proposal on website https://bazakonkurencyjnosci.funduszeeuropejskie.gov.pl/ and will send to each Supplier which has submitted its offer.

Additional information about participation in the tender:

1. As a result of the purchasing process, the Contracting Authority will conclude a contract with the selected Contractor. The purpose of the procedure is to determine the conditions for orders that may be implemented by the Supplier during the term of the contract, in particular prices, delivery time and the scope of the ordered items. On the basis of the contract, the Contracting Authority does not undertake to purchase a specific number of products from the selected Supplier. The Contracting Authority will purchase products from the selected Supplier only if, during the term of the contract, the Contracting Authority needs to purchase them. The deliveries will be carried out on the basis of successively placed orders, according to the current needs of the Contracting Authority.
2. Products offered in the tender must be brand new, not overdue and original products of manufacturer.
3. If the specification uses the name of a specific device (brand), the Contracting Authority allows for submitting offers containing an equivalent device (brand) in relation to these items. An "equivalent" device (brand) should be understood as a device with properties not worse than those indicated in the Inquiry. In order to confirm the quality of equivalent devices (brands), the supplier will attach to the offer relevant documents (quality specification, quality control certificate, certificate of analysis or other equivalent documents), which clearly show that the offered subject of the contract is of the same or better parameters qualitative. All risk of proving "equivalence" rests with the Supplier. The Supplier is obliged to prove that the deliveries offered by him meet the requirements specified by the Contracting Authority.
4. Deliveries of the subject of the order will be carried out at the expense of the Supplier to the seat of the Contracting Authority, on behalf of which orders will be placed by persons designated by the Contracting Authority. The confirmation of the contract performance will be the SAT protocol signed without comments by both parties.
5. The buyer requires other important parameters of the offer:
   1. Offer validity: minimum 6 months from the date of sending the offer;
   2. Price guarantee: minimum 6 months from the date of the contract.
6. The Contracting Authority reserves the right to audit the Supplier before concluding the contract or during its term.
7. The supplier bears all possible costs related to the preparation and submission of the offer. The awarding entity does not provide for the reimbursement of the costs of participation in the procedure.

General provisions

1. The contracting authority reserves the right to cancel the procedure at any stage without giving any reason.
2. In the event of withdrawal from the contract, the Supplier is not entitled to demand reimbursement of any costs incurred by the Supplier related to participation in the procedure.
3. By submitting an offer, you accept all terms and conditions of the procedure without any reservations.
4. Withdrawal by the Contracting Authority from concluding the contract after notifying the Contractor about the selection of the offer, may not be the basis for claims for the costs of participation in the procedure and other costs incurred by the Contractor up to this stage.
5. In the process of evaluating the Tenders, the Contracting Authority may ask the Suppliers for information on the content of their documents.
6. If the application does not contain all the required elements, the Awarding Entity may, in justified cases, call the Contractor to supplement it.
7. The contracting authority reserves the right to record sound during technical meetings with suppliers. Submitting an offer will be treated as consenting to the recording of the meeting.
8. The Contracting Authority reserves the right to negotiate the price with the Contractor whose offer has the highest number of points, if the price offered by the Contractor exceeds the amount intended by the Contracting Authority for the performance of the contract.
9. Changing the terms of the order:
   ​The Contracting Authority provides for the possibility of introducing significant changes to the contract concluded as a result of the conducted contract award procedure in relation to the content of the offer on the basis of which the Contractor was selected, in the event of the necessity to change the scope of works indicated in the offer / agreed scope of works resulting from:
   1. The necessity to change the structure of the device resulting from the change of the room in which the device was to be installed
   2. Necessary or justified changes to the design documentation resulting from unforeseeable reasons,
   3. Necessity or technical and economic justifiability of using equivalent materials and devices,
   4. Necessity to implement equivalent solutions resulting from technological or functional conditions,
   5. Financial limitations on the part of the Contracting Authority resulting in the necessity to limit the scope of works included in the offer,
   6. Any changes and additions to the contract concluded with the selected Contractor will be made in the form of written annexes to the contract signed by both parties, under pain of nullity.

Cooperation and communication in the course of preparing responses

1. Any questions should be submitted by email.
2. The person authorized to contact the bidders (Monday-Friday between 08:00-16:30) is Łukasz Szumowicz [lukasz.szumowicz (at) adamed.com].

Appendix No 1  (download)

Appendix No 2  (download)

Appendix No 3  (download)