Additional information

163462-2009 Requirement specifications for digital trunking system with in-building radio service - GU XIV

Form for declarations in accordance with Section III.2.1) No 2

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Reference sheet in tabular form:

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Identification Slip for Tender Application

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When will the tender documents be sent to the companies that qualify?

FBS Reply
The tender documents will be sent to the selected candidates once the tender applications have been evaluated. The date depends essentially on the number and quality of tender documents submitted. That is why the awarding authority cannot yet name any binding dates. However, we would like to name calendar week 32/2009 as a guideline.

(08.07.2009)

What is the deadline for submitting a bid?

FBS Reply
The deadline for bid submission depends on when the tender documents are sent out. That is why no binding date can be named here. Specific dates are stated in the tender documents sent out to the selected bidders.

(08.07.2009)

On page 8 under item III.2.3) 3.), Technical Capability, it says:
Only references relating to bidders or members of the bidding consortium will be considered. Should the bidder/bidding consortium wish to include references for third parties/subcontractors/affiliates in order to satisfy the reference requirements, then proofs and declarations as detailed in items III.2.1. and III.2.3, clause 4 must also be furnished for the third parties/subcontractors/affiliates. References for third parties/subcontractors/affiliate will only be considered provided that the third party/subcontractor/affiliate in question furnishes a declaration of intent to perform the work for this project to which the qualified references relate.
Query: clause 4 cannot be found in this document. Is this an input error or is there no clause 4?

FBS Reply
This is an input error. The awarding authority therefore clarifies the passage as follows:
Only references relating to bidders or members of the bidding consortium will be considered. Should the bidder/bidding consortium wish to include references for third parties/subcontractors/affiliates in order to satisfy the reference requirements, then proofs and declarations as detailed in items III.2.1. and III.2.3, clause 3 must also be furnished for the third parties/subcontractors/affiliates. References for third parties/subcontractors/affiliate will only be considered provided that the third party/subcontractor/affiliate in question furnishes a declaration of intent to perform the work for this project to which the qualified references relate.

(08.07.2009)

At the top of page 7, under item III.2.3), Technical Capability, you state that:
2. applications may only be considered if the references detailed under item III.2.3, clauses 1.1, 1.2 and 1.4 satisfy the following minimum requirements;
2.1 digital trunk radio networks must be set up with more than one base station and a redundant mobile switching centre for 500 subscribers with a peak traffic load of 10 erl.
2.2 integration of a radio-electric coverage monitoring system is required
2.3 a dedicated radio-electric coverage system must be set up for more than one building.
Query: Could you please explain what is meant by “radio-electric coverage monitoring system”?

FBS Reply
What the awarding authority means by “radio-electric coverage monitoring” is monitoring of the availability of the necessary radio-electric coverage.

(08.07.2009)

While preparing our application documents, the following question has come up: On the Internet, you have kindly posted chart forms for references. When I enter detailed descriptions in the spaces provided, the chart looks too complicated, hence the following question: Can we alter the chart form if we leave the contents as they are?

FBS Reply
Provided the charts you submit show the same contents, you may change the specimens we have posted on the Internet.

(08.07.2009)

Under item VI.3), Other Information, it says: Tender applications and all annexes must be submitted in German. Query: If recourse or reference is being made to financial means, support and resources from foreign affiliates, do all proofs/declarations – specifically extract from the Commercial Register, financial status report from the bank, annual financial statements including balance sheets and profit-and-loss statements – need to be furnished in German, or is it sufficient to supply them in the language of the respective country or in English? If a translation is required, does it need to be certified or is an uncertified translation acceptable? Or may non-German annexes be submitted with the tender application in their original language and supplied later in German on request?

FBS Reply
In the interests of equal treatment of all applicants, all proofs/declarations must be submitted in German.

(08.07.2009)

Under item III.2.3), Technical Capability, on page 5/12, there is the following wording: ... proof of work comparable to the following in terms of type and scope of work performed must be furnished by the bidder/ bidding consortium...
Query: You expressly state here only “by the bidder/bidding consortium”. We are planning to involve subcontractors in the execution of the contact. So what we would like to know is whether it is permissible for us also to include references for independent subcontractors with the references required under items 1.1.1. to 1.5.3.?

FBS Reply
The extent to which subcontractors can be involved is exhaustively described in the invitation to tender under item III.2.3.

(08.07.2009)

Under item III.2.1), Personal Situation of the Economic Operator and Requirements with Regard to Entry in a Professional or Commercial Register, p. 4/12: Here you write: ... To the extent that the bidder/bidding consortium intends to have recourse to the resources of third parties/subcontractors/affiliates as evidence of its capabilities within the context of the prequalification competition, the aforementioned declarations and proofs detailed in clauses 1 and 2 must also be submitted in relation to those third parties/subcontractors/affiliates.
Query: At the tendering stage, we will be naming various subcontractors with which we would like to work. Now it may be the case that at the bidding stage, we decide to work with a different subcontractor, for example, due to the outcome of negotiations. How does BBI view such possible changes at the subsequent bidding stage?

FBS Reply
It depends whether and to what extent the bidder has provided the necessary evidence of the subcontractor’s eligibility at the prequalification stage. In the event of a change at the bidding stage, the awarding authority may, if necessary, review the bidder’s qualification.

(08.07.2009)

We are a foreign company registered in the "Kamer van Koophandel", the equivalent of the German Handelsregister commercial register. The invitation to tender calls for proof of membership in an accident prevention and insurance association (Berufsgenossenschaft). No such institution exists in our country. Our company is not yet active in Germany as a German legal entity, but works from our native country with our own staff, who work on specific projects in Germany and also co-operate with German subcontractors. How does this affect our participation in the present prequalification competition, that is to say, what do you require from us as applicants in this case?

FBS Reply
We would like to take this opportunity to refer you to item VI.3), Additional Information. As detailed there, foreign applicants are required to submit declarations/proofs from their country of origin, which are comparable to the declarations/proofs required.

(08.07.2009)

The required contents of the written financial status report from the bank are set out under III 2.2), Economic and Financial Capabilities. Is the report required to provide specific figures?

FBS Reply
Under III 2.2), Economic and Financial Capabilities, the required contents of the written financial status report from the bank are described exhaustively as follows: “…financial status report with information regarding payment history, business connection/account management, financial and economic situation and credit rating (the financial status report should not be more than six months old on the date of the submission deadline for the tender application)…”

(08.07.2009)

You use the term “Mindestanforderung” (minimum requirement) in various places. Under item VI.3) Additional Information, you use the term “Mindestvoraussetzungen” (minimum qualifications) in Section III.2), Conditions of Participation. Are these two terms identical in meaning?

FBS Reply
Under VI.3) ADDITIONAL INFORMATION, in III.2) Conditions of Participation in the 2nd stage, the term "Mindestvoraussetzungen" (minimum qualifications) is used in the text of the invitation to tender. This term is identical in meaning to the term "Mindestanforderung" (minimum requirement) as used, among others, in the third paragraph of item III.2), Conditions of Participation under VI.3) ADDITIONAL INFORMATION.

(08.07.2009)

At what stage of the tender procedure must the securities required under this item be furnished?

FBS Reply
The securities called for under item III. 1. 1) – Requisite Deposits and Securities are specified under item III.1) – Contractual Terms and Conditions, and a prerequisite for the granting of the contract. At the stage where the contractor agreement is due to be concluded, an appropriate term will be announced within which the securities must be furnished.

(08.07.2009)

pertaining to VI.3)
Must translations of annexes to the tender application originally worded in a language other than German take a particular form or be certified, or is a simple translation enclosed with the original sufficient?

FBS Reply
The declarations to be provided as annexes to the tender application as detailed under VI.3) – ADDITIONAL INFORMATION, pertaining to III.2) – Conditions of Participation, must be submitted in writing and, in the interests of equal treatment of all applicants, in German. Confirmations from third parties and other certificates may be enclosed as copies.

(08.07.2009)