REQUEST FOR QUOTATION
LETTER OF INVITATION TO TENDER
Doc. n. RFQ-COR-MATE -001-E
Rev. 08
Date 18/10/2012
Page 1 of 9
LETTER OF INVITATION TO TENDER
Subject: RFQ FOR SAFETY EQUIPMENT FOR COMP3
Introduction
Saipem Qatar Branch, established and existing under the laws of Qatar with registered office in Qatar, 7th Floor, Al Dana Towers, Conference Center Street, Al Dahna, West Bay a branch of Saipem S.p.A., a company established and existing under the laws of Italy with head office in Via Luigi Russolo, 5 Milan, Italy. (hereinafter referred to as the “PURCHASER”) invites Tenderers for the SUPPLY to be performed in accordance with the present “Letter of Invitation to Tender” and its attached documents.
This “Letter of Invitation to Tender”, and the acknowledgement of receipt of any submitted Tender, shall not be construed as a commitment on the part of PURCHASER, nor shall they entitle the Tenderer to claim any indemnity from PURCHASER.
The Tenderer is asked to note particularly the “Instructions to Tenderers” as well as the following points.
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1.1
1.2
REQUEST FOR QUOTATION (RFQ) THE COMP3 IS A FAST TRACK AND TIME DRIVEN PROJECT. THE BIDDERS ARE REQUESTED TO PROMPTLY ACKNOWLEDGE THE REQUEST OF QUOTATION AND SUBMIT THROUGH EMAIL “CONFIRMATION OF INTENTION TO TENDER”. IN CASE OF ACCEPTANCE TO QUOTE, BIDDERS ARE REQUESTED TO IMMEDIATELY START TO WORK ON OFFER PREPARATION TO STRICTLY RESPECT THE TENDER CLOSING DATE. PLEASE NOTE THAT NO TENDER DUE DATE POSTPONEMENT IS GRANTED IN PRINCIPLE. THE FAILING IN SUBMITTING THE OFFERS WITHIN THE BID DUE DATE, MIGHT CAUSE THE EXCLUSION FROM THE TENDER.
Tender Closing Date: Wednesday, 11th of June 2025 / 4:00 PM Qatar Time. Tenders received after above indicated Closing Date are not subject to consideration.
Tender Documents The Tender Documents herein comprise the following: This “Letter of Invitation to Tender”
- Annex A & B – “Instructions to Tenderers” and “Confirmation of intention to Tender”.
- Special Terms and Conditions for PURCHASE ORDER DOCUMENTS - High Complexity
(hereinafter referred to as the “Special Terms and Conditions”).
- General Terms and Conditions for PURCHASE ORDER DOCUMENTS - High
Complexity (hereinafter referred to as the “General Terms and Conditions”). 4. All technical requirements as per MR doc. No. COMP3-SPM-SH-REQ-00004. 5. Project Quality requirements for Suppliers (COMP3-SPM-QM-PRC-00003_A). 6. Safety Health Environment & Security (SHES) Instructions. 7. Handling, Storage, Packing & Preservation Procedure (COMP3-SPM-PO-PRC-
00005_A).
- Source Inspection Procedure - COMP3-SPM-QM-PRC-00002
- Organization, Management and Control Model including the Code of Ethics;
- Saipem http://www.saipem.com/site/Home/Sustainability.html
- Financial Flow Traceability - FORM-COR-PROC-040-E and FORM-COR-PROC-041-E
Sustainability
Corporate
available
following
Policy,
the
at
website:
Saipem Classification - General Use
REQUEST FOR QUOTATION
LETTER OF INVITATION TO TENDER
Doc. n. RFQ-COR-MATE -001-E
Rev. 08
Date 18/10/2012
Page 2 of 9
2
2.1
2.2
2.3
2.4
2.5
2.6
3
3.1
TERMS Following terms must be considered for the Tender:
Pricing Provisions Price(s) basis: fixed and firm.
Currency Tenderer shall quote price(s) in US Dollars (USD) or Euro (EUR).
Spare Parts As per the MR and Price list Form
Delivery Point Karimun Fabrication yard, Indonesia
Delivery Terms: FCA Supplier’s work
Delivery Period: Tenderer shall always consider its best possible delivery date.
Best delivery periods from Date of Purchase Order in calendar weeks, holidays included, relevant to the supply indicated in the subject shall be indicated in the quotation. DELIVERY DATE of GOODS is considered a key factor for the success of Project. Schedule impact will be evaluated along with price submitted by the Tenderer.
CORRESPONDENCES All correspondence relating to the Invitation to Tender shall be addressed as set out herein:
Submission of quotations With reference to the Article 5 of the Annex A – “Instruction to Tenderers”, the quotations shall be submitted as follows:
The Technical and Commercial Packages shall be submitted separately in appropriate sections available in ARIBA portal.
Technical Packages and Commercial Price Offer: Wednesday, 11th of June 2025 / 4:00 PM Qatar Time..
3.2
Requests for clarification
Every request for clarification shall be forwarded in writing exclusively to the following single point of contact:
Ms. Baby Natazha (E-mail: baby.natazha@saipem.com) Mr. Harjeet Singh (E-mail: harjeet.singh@saipem.com) Mr. Marco Giovanelli (Email: Marco.Giovanelli@saipem.com)
3.3
Under no circumstances shall commercial matters be addressed to or discussed with unauthorized personnel outside PURCHASER’s Procurement Department.
Saipem Classification - General Use
REQUEST FOR QUOTATION
LETTER OF INVITATION TO TENDER
Doc. n. RFQ-COR-MATE -001-E
Rev. 08
Date 18/10/2012
Page 3 of 9
ANNEX A – INSTRUCTION TO TENDERERS
INDEX
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2
3
4
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7
8
9
GENERAL PROVISIONS
ISSUING OF DOCUMENT
REQUEST FOR QUOTATION
TENDER VALIDITY
SUBMISSION OF QUOTATION
REQUIREMENTS FOR COMPLIANCE
ALTERNATIVE PROPOSALS
OTHER PROVISIONS
COMPLETENESS OF TENDER DOCUMENTS
10 SIGNING OF THE QUOTATION
11 TENDER EVALUATION
12 CONFIDENTIALITY AND ETHICAL BUSINESS STANDARD
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5
5
6
6
6
7
Saipem Classification - General Use
1
2
3
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REQUEST FOR QUOTATION
LETTER OF INVITATION TO TENDER
Doc. n. RFQ-COR-MATE -001-E
Rev. 08
Date 18/10/2012
Page 4 of 9
GENERAL PROVISIONS Tenderers are requested to acknowledge receipt of the Invitation to Tender and confirm intent to bid by the closing date and time stipulated herein, within five (5) working days of receipt of this document. Such acknowledgement and advice shall be submitted in writing using the Form enclosed (Annex B). For the purposes of this Bid the Tenderer shall submit all Tender documentation in English language; any correspondence and documents issued in any other language must be accompanied by a translation into English language and the text of the English version shall prevail. Tenderer shall carefully check that all the Tender Documents have been received and are complete. PURCHASER may refuse to accept or consider any Tender which does not meet the requirements of these instructions, or which is in any other way irregular. PURCHASER shall not be held liable for any expense incurred by Tenderers in the preparation and submission of Tenders. The Tender shall be delivered free of charge to PURCHASER and PURCHASER shall not be liable to pay any Tenderer’s costs including any subsequent Tender clarification and associated travel costs regardless of whether the Tenderer is successful or not. Tenderers participation is at their sole cost and risk. The PURCHASE ORDER entered into between PURCHASER and successful Tenderer shall be based on Tender Documents.
ISSUING OF DOCUMENT One (1) complete set of the Tender Documents shall be made available to each Tenderer free of charge. All data sheets, drawings, specifications and other information obtained by the Tenderer from any source in connection with the Invitation to Tender shall be held in strict confidence by the Tenderer, and usage of such information shall be limited to the preparation of the Tender. to request by PURCHASER, Tenderer undertakes, upon PURCHASER, any data sheets, drawings, specifications and other documents, including all copies and reproductions thereof, in the event the PURCHASE ORDER would not be awarded.
immediately
return
to
REQUEST FOR QUOTATION The Request for Quotation shall consist of all documents listed in this “Letter of Invitation to Tender” together with any other document referred to therein respectively. At any time during the tendering period, PURCHASER reserves the right to modify or supplement any of the documents comprising the Request for Quotation, by issuing sequentially numbered Variation to Request for Quotation. Tenderers shall include reference to the latest Variation to Request for Quotation received when submitting their Tender.
TENDER VALIDITY Tenders shall be valid, binding and irrevocable for a minimum of 90 (ninety) days from the Tender closing date. Only firm Tender, valid for the entire supply period shall be quoted. Should the Tenderer elect not to submit a Tender he is required:
−
−
to provide written advise, with reason(s), to reach the Procurement Department involved by no later than five (5) working days from receipt of the “Letter of Invitation to Tender”, but in any case no later than the closing date; and to return the Tender package in his entirety at his own cost.
Saipem Classification - General Use
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6
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REQUEST FOR QUOTATION
LETTER OF INVITATION TO TENDER
Doc. n. RFQ-COR-MATE -001-E
Rev. 08
Date 18/10/2012
Page 5 of 9
SUBMISSIONS OF QUOTATION The Technical and the Commercial Packages shall be submitted separately in appropriate sections available in ARIBA portal The Technical Package shall contain all documentation relating to the technical aspects of the Tender including, but not be limited to, one un-priced copy of the Commercial Package, technical specifications, deviations from specifications, advantages of the services offered, complete data sheets and drawings and any and all other information relevant to the technical aspects of the Tender. The Commercial Package shall contain all documentation relating to the commercial aspects of the Tender including, but not be limited to pricing, payment terms, guarantees, exceptions to PURCHASER’s General Terms and Conditions, delivery, validity and all other information relevant to the commercial aspects of the Tender. The Technical and the Commercial Packages shall be submitted simultaneously unless otherwise instructed in writing by PURCHASER. Tenders received after the Closing Date and time shall be returned unopened to the Tenderer concerned. Postal delays shall not constitute a claim for recognition of late submission.
REQUIREMENTS FOR COMPLIANCE The Tender shall be submitted in strict accordance with the provisions contained herein, the General Terms and Conditions data sheets, drawings, specifications, instructions and all other requirements stipulated hereinafter and attached. The Tenderer is required to review all documents, requirements and instructions with due care, as they are mandatory for final Tender evaluation. Any “exceptions” to the Commercial part and “deviations” to the technical part must be clearly defined and set forth in the Tender separately and shall be in the form of attachment(s) either to the Commercial Package or the Technical Package as appropriate. The Tenderer shall not communicate with PURCHASER after the submission of the Tender. All information issued by PURCHASER shall be circulated to all Tenderers.
ALTERNATIVE PROPOSALS The Tenderer must complete and submit his Tender strictly in accordance with the Invitation to Tender. Should the Tenderer quote for alternative proposals the base price should be provided with alternatives as option. The Tender in accordance with the requirement of the Invitation to Tender shall be referenced as the “Main Offer”, and any subsequent offers thereto shall be referred to as “Alternative Offer(s)”.
OTHER PROVISIONS Tender documentations which are not prepared and submitted in accordance with all the requirements set forth in the Request for Quotation may be rejected outright by PURCHASER. After review, PURCHASER may require clarifications and/or discussions with individual Tenderers prior to final selection. Tenderer hereby confirms that, if invited, he shall provide requested clarifications at no cost to PURCHASER. At any time during the tendering period, PURCHASER reserves the right to request Tenderer to make available the sample(s) of Goods to be purchased under the present Request for Quotation. Tenderer if so requested shall provide the sample(s) at no cost to PURCHASER and within the period indicated by PURCHASER.
Saipem Classification - General Use
REQUEST FOR QUOTATION
LETTER OF INVITATION TO TENDER
Doc. n. RFQ-COR-MATE -001-E
Rev. 08
Date 18/10/2012
Page 6 of 9
9
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COMPLETENESS OF TENDER DOCUMENTS Tenderer shall satisfy himself that his set of Tender Documents is complete. If the Tenderer finds any discrepancies or ambiguities in the Request for Quotation, the Tenderer shall inform PURCHASER requesting clarification in writing. Any clarification from PURCHASER shall be advised by written reply which, when issued, shall become a part of these documents as addenda thereof. PURCHASER shall not be responsible for any interpretations made by the Tenderer because of information received by any means other than the Request for Quotation. No liability whatsoever shall be accepted by PURCHASER in respect of errors in Tenders due to any such discrepancy.
SIGNING OF THE QUOTATION If the Tenderer is a company, then Tender shall be signed by a person(s) in charge duly authorised by resolution of the Board of Directors and/or power of attorney prior to submission. A duly certified copy of such resolution and/or power of attorney shall be submitted together with the Tenderer’s Tender to PURCHASER. Should a Joint Venture, Consortium or other unincorporated grouping of two or more persons and/or companies submit the Tender, Tender shall be accompanied with the following:
− The original or a certified copy of the original document under which such Joint Venture, Consortium or unincorporated grouping was entered into. This document must define precisely, inter alia, the legal status of the contracting body, equity status and liability sharing agreements of the partners and the conditions under which the Joint Venture, or the Consortium or the unincorporated grouping shall function, its period of duration and the participation, interest/scope of work of the several partners; and
− A document certifying the signatory authority of the signer. This document shall be
signed by or on behalf of each partner.
Failure to sign the Tender as aforementioned may invalidate it.
TENDER EVALUATION In accordance with PURCHASER’s policies and guidelines, all qualified Tenderers are entitled to receive equal opportunities to secure business that may result from the Invitation to Tender. PURCHASER reserves the right to adjust clerical errors in the Tender. The Tender shall not be opened in public and price(s) shall not be disclosed. PURCHASER reserves the right to accept any Tender other than the lowest, in whole or in part, or to reject all Tenders with or without notice of reasons, and if no Tender is accepted, to abandon the enquiry or to have the PURCHASE ORDER fulfilled in such other manner as PURCHASER may elect. PURCHASER reserves the right to place any portion of the PURCHASE ORDER with any Tenderer, at its sole discretion. The Tenderer is to indicate clearly how such variations (if any) in the Scope of SUPPLY may affect their quoted rate(s) and price(s).
Saipem Classification - General Use
REQUEST FOR QUOTATION
LETTER OF INVITATION TO TENDER
Doc. n. RFQ-COR-MATE -001-E
Rev. 08
Date 18/10/2012
Page 7 of 9
12
CONFIDENTIALITY AND ETHICAL BUSINESS STANDARD
12.1 Saipem’s Code of Ethics Tenderer is fully informed and has agreed to comply with Saipem’s Code of Ethics, attached to the present Request for Quotation, latest edition.
12.2 Confidentiality The Tenderer undertakes and agrees:
a)
b) c)
to treat all material information related to the Tender as strictly confidential and to take all reasonable and practicable steps to ensure and protect the confidentiality thereof, and not to disclose the existence or content thereof (whether in full or part or in extract or summary form) to any other person, except to PURCHASER; not to exploit any material information submitted by PURCHASER; Not to use any material information or make copies or extracts or summaries thereof for any purpose, except the preparation and submission of tenders and supporting documents in connection with the Tender and any necessary correspondence, discussions, or negotiations with PURCHASER during the term of the Tender.
12.3 Personnel/Personal Data Protection Tenderer is fully informed and has agreed that should he exchange with PURCHASER documents and information regarding personal data he shall comply with the most stringent applicable law.
12.4 Ethical Business Standards The Tenderer undertakes and agrees:
a) not to pay any commission, fees or grant any rebates to any employees or officers of
PURCHASER;
b) not to enter into any business arrangements with employees or officers of PURCHASER likely to result in conflicts of interest between their private financial activities and their part in the conduct of PURCHASER’s business;
c) not to engage in any outside interest or activity likely to detrimentally affect, or conflict
with PURCHASER’s best interest;
d) not to favour any employees or officers of PURCHASER with gifts, transportation, entertainment or any other non-monetary favours or gratuities that are of more than nominal value or that might be construed to exceed customary courtesies extended in accordance with accepted ethical business standard.
12.5 Administrative Responsibility The SUPPLIER receives and has knowledge of the contents of the Organization, Management and Control Model, including Saipem’s Code of Ethics, drafted by PURCHASER in accordance with the legislation in force regarding the administrative liability of legal entities for offences committed by their directors, employees and/or agents. With reference to the performance of the activities under the PURCHASE ORDER/BLANKET ORDER, the SUPPLIER declares to have given and implemented instructions to its directors, employees and/or agents, aimed at preventing the commission or the attempt of any offence under the “1997 OECD Convention on Combating Bribery of Foreign Public Officials in International Business Transactions” (the “OECD Convention”), the United Nations Convention against Corruption and any applicable anti-corruption laws (for instance, the Italian Legislative Decree No. 231 of 8 June 2001, the U.S. Foreign Corrupt Practices Act or any other anti-bribery laws, as the case may be). Furthermore, the SUPPLIER undertakes
Saipem Classification - General Use
REQUEST FOR QUOTATION
LETTER OF INVITATION TO TENDER
Doc. n. RFQ-COR-MATE -001-E
Rev. 08
Date 18/10/2012
Page 8 of 9
vis-à-vis PURCHASER to continue effectively implementing such instructions for the entire duration of the PURCHASE ORDER/BLANKET ORDER. With respect to the performance of the activities under the PURCHASE ORDER/BLANKET ORDER, SUPPLIER undertakes vis-à-vis PURCHASER, for the entire duration of the PURCHASE ORDER, to strictly abide by the principles of the Saipem Code of Ethics and to respect Human Rights in accordance with Saipem Sustainability Policy, available on the website www.saipem.it. The Parties agree that any non-compliance, even partial, with the abovementioned declarations and undertakings, reasonably resulting for the PURCHASE PURCHASER, will be considered a material default under ORDER/BLANKET ORDER and, as a consequence, will entitle PURCHASER to unilaterally withdraw, even during its performance, or to terminate the PURCHASE ORDER/BLANKET ORDER, by delivering notice mail, which shall include a brief summary of the circumstances or of the legal proceedings demonstrating such non-compliance. In the event of information that could reasonably imply such non-compliance, while awaiting verification or decision, PURCHASER will have the right to suspend the performance of the PURCHASE ORDER/BLANKET ORDER, by delivering notice via written mail, which shall include a summary of the relevant information. Should the information be obtained from the press, PURCHASER shall have the right to exercise such right when the information has been confirmed by an official document of the Judicial Authority and/or otherwise confirmed by the Judicial Authority. The exercise of such right will be to the sole detriment of SUPPLIER, which shall bear, in all cases, all additional expenses and costs and shall hold PURCHASER harmless from any third-party action arising from or consequential to such non-compliance.
in adverse consequences
Saipem Classification - General Use
REQUEST FOR QUOTATION
LETTER OF INVITATION TO TENDER
Doc. n. RFQ-COR-MATE -001-E
Rev. 08
Date 18/10/2012
Page 9 of 9
ANNEX B - CONFIRMAITON OF INTENTION TO TENDER
SAIPEM S.p.A. Via Martiri di Cefalonia, 67 20097 S. Donato Milanese (MI) Attention:
Dear Sirs, With reference to your Enquiry no._________________ dated ____// , we wish to inform you that:
a) we will submit our proposal within the required closing date
b) we decline to bid for the following reasons:
……………………………………………………………………
Moreover, we declare that:
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we have received a copy of the “Principles of Model 231” of Saipem (hereinafter called the “Code”), available also in “PDF” format on Saipem website (www.Saipem.it) starting from the home page at section “Corporate Governance”;
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we are informed and aware of the content of the Code;
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we undertake, also in the name of our employees and executives, to act in strict compliance with the principles of the Code in current and/or future relations between our Company and the Companies belonging to the ENI Group for subcontracting, procurement, supply of materials and/or services in general.
We inform you that our reference contact is:
First Name & Surname _________________
Tel. no.
Place _______________________
Date
Signature
(Stamp and signature)
Saipem Classification - General Use
Project: Q-32705 - Saipem COMP3 Folder: RFQ Files