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Author Topic: Procurement Approval Certificate for Services - ANNEX 1  (Read 3709 times)

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Procurement Approval Certificate for Services - ANNEX 1
« on: May 20, 2009, 09:21:28 PM »
ANNEX-1
PROCUREMENT APPROVAL CERTIFICATE
CONTRACTING ENTITY

DATE & NUMBER OF CERTIFICATE

TO (title of contracting officer)

DETAILS OF PROCUREMENT
TERMS OF REFERENCE

NATURE OF WORK

QUANTITY OF WORK


Estimated Cost

Amount of Usable Appropriations

Investment Project No (if any)

Budgeting (if any)

Terms of Advance Payment

Procurement Procedure1

Form and Quantity of Procurement

Sales Price of Prequalification/ Tender Document

If the Price Difference Will Be Paid, Related Decree of Council of Ministers

OTHER DETAILS ABOUT THE PROCUREMENT2

APPROVAL


I hereby submit to your high considerations the requirement to hold procurement for the services indicated hereinabove.
..../..../....


Approved
..../..../....
Contracting Officer3
NAME & SURNAME
Title
Signature


Name & Surname
:

Title
:




Annex: Estimated cost schedule drawn up by the contracting entity

ANNOUNCEMENT FOR PROCUREMENT
[name of contracting entity]

The services for [name of work] shall be procured through open tender procedure.
Procurement register number*
:
1- Contracting entity’s

a) address
:
b) phone and fax number
:
c) e-mail (if any)
:
2- Services to be procured

a) nature, type and quantity
:
b) location
:
c) duration of work
:
3- Procurement’s

a) location
:
b) date and time
:
4- The conditions for participation in procurement, documents required and the criteria application in evaluation of qualification:

4.1-The conditions for participation in procurement and documents required:
4.1.1-……………………………………………………………………………………………….
       -………………………………………………………………………………………………..
4.2- Documents concerning the economic and financial qualification and the criteria that such documents have to meet:1
4.2.1-...
        -...
4.3- Documents concerning the professional and technical qualification and the criteria that such documents have to meet:2
4.3.1-...
        -...
4.4- Similar works in this procurement shall be ………………………………………………………………...3
5- Economically most advantageous tender shall be determined [ on the basis of the lowest price/ in view of the criteria other than price].
6- [Only the domestic tenderers can participate in the procurement./ The procurement is open to all  tenderers./Price advantage shall be applied by ….% in favor of domestic tenderers in the procurement./ Price advantage shall not be applied in favor of the domestic tenderers in the procurement]
7- The tender document can be reviewed at [address of contracting entity] and obtained [from the same address/ ………………………….] against TL …………………………. Those that can submit tenders for the procurement have to purchase the tender document.
8- The tenders can either be delivered personally to the [place where the procurement shall be held] until the [date of procurement] [time of procurement] or sent via registered and prepaid mail.
9- The tenderers shall submit their tenders [over lump sum. Lump sum contract shall be concluded with the tenderer that is awarded as a result of the procurement. / Unit cost contract shall be concluded with the tenderer that is awarded over the total amount that is found by multiplying the items with the unit costs proposed as a result of the procurement.]
10- The tenderers shall furnish Bid Bond at the amount to be determined by them, which shall not be less than 3% of the tender price.
11- The validity period of tenders submitted must be minimum …………… calendar days as from the date of procurement.
12- Consortiums can/ cannot submit tenders for the procurement.

ANNOUNCEMENT FOR PREQUALIFICATION
[name of contracting entity]

The candidates that have sufficient experience are invited to make application for prequalification for the services of [name of work]. The said work shall be awarded through the restricted procedure with participation of the tenderers that will be invited for negotiation after having been found qualified as a result of the evaluation on prequalification.

Procurement register number*
:
1- Contracting entity’s

a) address
:
b) phone and fax number
:
c) e-mail (if any)
:
2- Services related to prequalification

a) nature, type and quantity
:
b) location
:
c) duration of work
:
3- Evaluation on prequalification

a) location
:
b) date and time
:
4- The conditions for participation in prequalification, documents required and the criteria application in evaluation of qualification:

4.1-The conditions for participation in prequalification and documents required:
4.1.1-……………………………………………………………………………………………….
       -………………………………………………………………………………………………..
4.2- Documents concerning the economic and financial qualification and the criteria that such documents have to meet:1
4.2.1-...
        -...
4.3- Documents concerning the professional and technical qualification and the criteria that such documents have to meet:2
4.3.1-...
        -...
4.4- Similar works in this procurement shall be ………………………………………………………………...3
5- [Only the domestic tenderers can participate in the procurement./ The procurement is open to all foreign tenderers./Price advantage shall be applied by ….% in favor of domestic tenderers in the procurement./ Price advantage shall not be applied in favor of the domestic tenderers in the procurement]
6- The prequalification document can be reviewed at [address of contracting entity] and obtained [from the same address/ ……………………] against TL …………………………. Those that will apply for prequalification have to purchase the prequalification document.
7- The application documents to be drawn up in compliance with the prequalification document can either be delivered personally to the [address of application] until [deadline date of application] [deadline time of application] or sent via registered and prepaid mail.
8- Consortiums [can/ cannot] apply.

ANNOUNCEMENT FOR PROCUREMENT
[name of contracting entity]

The tenderers that act in the field of subject matter of procurement and that have sufficient experience are invited to submit tenders for the services of [name of work]. The work shall be awarded through negotiated procedure among the tenderers that are invited after having been found qualified as a result of evaluation on qualification.
Procurement register number*
:
1- Contracting entity’s

a) address
:
b) phone and fax number
:
c) e-mail (if any)
:
2- Services to be procured

a) nature, type and quantity
:
b) location
:
c) duration of work
:
3- Evaluation on qualification

a) location
:
b) date and time
:
4- The conditions for participation in evaluation on qualification, documents required and the criteria applicable for evaluation on qualification:
4.1-The conditions for participation in procurement and documents required:
4.1.1-……………………………………………………………………………………………….
       -………………………………………………………………………………………………..
4.2- Documents concerning the economic and financial qualification and the criteria that such documents have to meet:1
4.2.1-...
        -...
4.3- Documents concerning the professional and technical qualification and the criteria that such documents have to meet:2
4.3.1-...
        -...
4.4- Similar works in this procurement shall be ………………………………………………………………...3
5- Economically most advantageous tender shall be determined [ on the basis of the lowest price/ in view of the criteria other than price].
6- [Only the domestic tenderers can participate in the procurement./ The procurement is open to all  tenderers./Price advantage shall be applied by ….% in favor of domestic tenderers in the procurement./ Price advantage shall not be applied in favor of the domestic tenderers in the procurement]
7- The tender document can be reviewed at [address of contracting entity] and obtained [from the same address/ ………………………….] against TL …………………………. Those that will participate in qualification process have to purchase the tender document.
8- The application documents to be drawn up in compliance with the tender document can either be delivered personally to the [address of application] until [deadline date of application] [deadline time of application] or sent via registered and prepaid mail.
9- Consortiums [can/ cannot] apply.

Procurement register number
:

Number
:

Subject
:
Invitation to submit tenders

This letter has been delivered to you [via registered & prepaid mail/ personally] on _ _ / _ _ / _ _ _ _



          [name of tenderer],
      Messrs. [name or trade title of tenderer],

   The procurement shall be held by receiving tenders from the tenderers that are found qualified as a result of the evaluation on qualification made in relation to [name of work]. The tender document concerning the procurement can be reviewed and/or purchased at the address indicated below. You have to submit your application for qualification, which shall be drawn up in compliance with the tender document in order to participate in the procurement, to the address indicated in the tender document until _ _ / _ _ / _ _ _ _ (date) at _ _ : _ _ (time) at the latest.

   It is submitted to you for knowledge and necessary action.




Address:[address of contracting entity]                     Contracting Officer
   [phone or fax of contracting entity]                   Name & Surname
   [e-mail of contracting entity (if any)]                              Position
                                     Signature


 [Letterhead of contracting entity]


Procurement register number*   :
Name of work         :
Date of [prequalification/ procurement]: __/__/____ at __:__
           
Trade title of [tenderer/ candidate]

Address


Date and time of purchasing the document

Date and number of certificate concerning the collection of the value of document

Clarification**


Addendum**




This is to certify that the documents comprising the tender document in relation to [the name of work] have been checked to verify that they are true copies and complete by the [tenderer/ candidate], and all of them have been duly delivered with a memorandum indicating the documents in the content4 .

[Tender/ prequalification] document consists of;

   1) .....................................................................................
   2) .....................................................................................
   3) .....................................................................................
   4) .....................................................................................
   5) ........................................................
   ... (necessary lines shall be added to this section).




  Document purchased by
Delivered by
       Name & Surname
Contracting Officer
            Signature
Name & Surname

Position

Signature


* This shall be obtained from the Public Procurement Authority.
** If a clarification is made or  addendum is issued, the date and number of clarification or addendum shall be written when such clarification or addendum is sent to the address of candidate/ tenderer.
Procurement register number
:
Name of contracting entity
:
Name of work
:
Date and time of [application/ procurement)
: date _ _/_ _/_ _ _ _ ....................., time _ _:_ _

Date and time of submitting [application for prequalification/ application for qualification/ procurement tender envelope]
: date _ _/_ _/_ _ _ _ ....................., time: _ _:_ _

Line Number
:








CERTIFICATE OF RECEIPT OF [application for prequalification/ application for qualification/ procurement tender envelope]

[Application for prequalification/ application for qualification/ procurement tender envelope] named ……………………… of [the candidate/ tenderer] has been registered under the line number indicated hereinabove, and received at the date and time mentioned hereinabove again.




Contracting Officer
Receiving the Document
Name & Surname
Position
Signature

Procurement register number
:
Name of contracting entity
:
Name of work
:
Date and time of application/ tender
: Date: _ _/_ _/_ _ _ _ ..................... Time: _ _:_ _
Date and time of issuing minutes
: Date: _ _/_ _/_ _ _ _ ..................... Time: _ _:_ _



MINUTES FOR RECEIVING [application for prequalification/ application for qualification/ procurement tender envelope] by TENDER COMMISSION

Line No
NAME/ TITLE OF CANDIDATE/ TENDERER
1

2

3

4

5

6

7

…

…

N

Necessary lines shall be added to the table.

   …….. (………….) [Application for prequalification/ application for qualification/ procurement tender envelope] detailed hereinabove has/have reached to our Commission through the contracting entity until the time of commencement of [evaluation on prequalification/ evaluation on qualification/ procurement]. [Application for prequalification/ application for qualification/ procurement tender envelope] stored until the time of [evaluation on prequalification/ evaluation on qualification/ procurement] has/ have been received on _ _ / _ _ / _ _ _ _ at _ _:_ _.




Delivering

Receiving Tender Commission
Contracting Officer

Chairman
Member
Member
Member
Member
Name & Surname

Name & Surname
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Position

Position
Position
Position
Position
Position
Signature

Signature
Signature
Signature
Signature
Signature



ANNEXES:
ANNEX-1) ..... [Application for prequalification/ application for qualification/ procurement tender envelope]

Procurement register number
:
Name of contracting entity
:
Name of work
:
Date and time of application/ tender
:
Date and time of receiving application/ tender

: Date: _ _/_ _/_ _ _ _ ..................... Time: _ _:_ _
Date of issuing minutes
: Date: _ _/_ _/_ _ _ _ ..................... Time: _ _:_ _







MINUTES FOR TIME OF RECEIPT OF [application for prequalification/ application for qualification/ procurement tender ] THAT ARE NOT PROCESSED DUE TO DELAY IN MAIL SERVICE


   [Application for prequalification/ application for qualification/ procurement tender ] of [name or trade title of candidate/ tenderer] has reached to our contracting entity after the deadline date and time of application indicated in the announcement for [prequalification/ procurement] via mail at the date and time written hereinabove.




Officer Delivering the Mail

Contracting Officer
Name & Surname

Name & Surname
Position

Position
Signature

Signature


Procurement register number
:
Name of contracting entity
:
Name of work
:
These minutes hereby have been issued on _ _/_ _/_ _ _ _ ..................... at _ _:_ _.






MINUTES OF TENDER COMMISSION CONCERNING THE [application for prequalification/ application for qualification/ tender] ENVELOPES THAT ARE DISQUALIFIED SINCE THEY ARE NOT APPROPRIATE

Line No.
NAME/ TITLE OF CANDIDATE/ TENDERER
REASON OF DISQUALIFICATION
1


2


3


4


5


6


7


…


…


n




Since …. (………….) [application for prequalification/ application for qualification/ procurement tender ] is/are not in compliance with the provisions set forth in paragraph one of Article 30 of Law #4734, it/ they has/have been disqualified owing to the reasons described hereinabove.




TENDER COMMISSION



Chairman
Member
Member
Member
Member
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Position
Position
Position
Position
Position
Signature
Signature
Signature
Signature
Signature

Procurement register number
:
Name of contracting entity
:
Name of work
:
Name of minutes
:
Date and time of filling in the form
: Date: _ _/_ _/_ _ _ _ ..................... Time: _ _:_ _

MINUTES FOR OPENING ENVELOPES AND CHECKING DOCUMENTS5

Name or Trade Title of Candidate/ Tenderer
Document 1
Document 2
Document 3
Document 4
Document 5
Document 6
Document 7
Document 8
...
Document n

Name of document










Candidate/ Tenderer 1










Candidate/ Tenderer 2










Candidate/ Tenderer 3










Candidate/ Tenderer 4










Candidate/ Tenderer 5










…….










Candidate/ Tenderer n











TENDER COMMISSION

Chairman
Member
Member
Member
Member
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Position
Position
Position
Position
Position
Signature
Signature
Signature
Signature
Signature
Procurement register number
:
Name of contracting entity
:
Name of work
:
Date and time of filling in the minutes
: Date: _ _/_ _/_ _ _ _ ..................... Time: _ _:_ _



MINUTES FOR REASONS OF DISQUALIFICATION OF THE IMPROPER DOCUMENTS6

CANDIDATE/ TENDERER
DOCUMENT
REASON OF DISQUALIFICATION






























* If more than one certificate of a candidate/ tenderer is disqualified, one line shall be used for each document in the column “DOCUMENT”, and the number of lines in the table can be increased as necessary.

TENDER COMMISSION


Chairman
Member
Member
Member
Member
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Position
Position
Position
Position
Position
Signature
Signature
Signature
Signature
Signature

Procurement register number1
:

Name of contracting entity
:

Name of procurement
:

Date and time of filling in the form
:
…./…../……… , …./….

WORK EXPERIENCE CERTIFICATE UPDATING AND EVALUATING FORM7
I
II
III
IV
V
VI
VII
VIII
IX
Name, Surname/ Trade Title of Tenderer
Type of Work Experience Certificate 2

Date of Contract 3
Value of Certificate
Coefficient for Evaluation4
Converted Amount
Coefficient for Updating
                         (f)
Value of certificate updated
Result
[Qualified/ Disqualified]






Basis TEFE
(d) 5
TEFE on the date of first announcement for procurement (e) 6
Coefficient for updating
(e) / (d) = (f)





(a)
(b)
(a)x(b)=(c)



(c) x (f)

………..










………..










n












TENDER COMMISSION


Chairman
Member
Member
Member
Member


Name & Surname
Name & Surname
Name & Surname
Name & Surname
Name & Surname


Position
Position
Position
Position
Position


Signature
Signature
Signature
Signature
Signature






1
This shall be obtained from the Public Procurement Authority.


2
Whether the certificate is a work completion/ work status/ subcontractor- work completion/ work supervision/ work management certificate shall be indicated herein.


3
In respect of works that are contracted over the unit costs in the estimated cost schedule, the year related to the costs taken as basis for estimation shall be written, and in respect of works that are contracted over lump sum or unit cost, the date of contract shall be written.


4
This shall be determined within the frame of provisions set forth in items (f), (g) and (h) of Article 59 of Regulation on Implementation of Services Procurements.


5
In respect of works that are contracted over the unit costs in the estimation schedule domestically, the TEFE (Wholesale Price Index) in December of previous year published in January of the year taken as basis for the contract unit costs, and the TEFE of previous month, which is published in the month including the date of contract shall be written in respect of works that are contracted over lump sum or unit costs


6
The TEFE of previous month, which is published in the month including the date of first announcement for procurement or date of invitation shall be written in respect of works that are contracted over unit costs in the domestic estimation and the works that are contracted over lump sum and unit costs.


Note:
1- In respect of certificates in foreign currency, the value of certificate in foreign currency shall be written in column (IV), and coefficient for evaluation shall be written in column (V), and converted amount shall be written in column (VI), and foreign exchange buying rate of the Central Bank on the date of first announcement of procurement or invitation shall be written in column (VII), and evaluation shall be made over the amount (column VIII) that is found as a result of multiplying the columns (VI) and (VII).


Procurement register number
:
Name of contracting entity
:
Name of work
:
Date of filling in the minutes
:



MINUTES FOR EVALUATION OF [prequalification/ qualification]



CANDIDATES THAT APPLY FOR [prequalification/ qualification]



Candidate/ Tenderer 1
Candidate/ Tenderer 2
Candidate/ Tenderer 3
....
....
....
Candidate/ Tenderer n



RESULT OF EVALUATION OF [prequalification/ qualification] of CANDIDATES THAT ARE PROCESSED FOR EVALUATION




Qualified/ Disqualified
Reasons of Disqualification
Candidate/ Tenderer 1


Candidate/ Tenderer 2


Candidate/ Tenderer 3


....


....


....


Candidate/ Tenderer n






TENDER COMMISSION


Chairman
Member
Member
Member
Member
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Position
Position
Position
Position
Position
Signature
Signature
Signature
Signature
Signature

Procurement Register Number*
:

Number
:

Subject
:
Notification to the candidates/ tenderers that are not found qualified as a result of evaluation on [prequalification/ qualification]
Date of decision on qualification
:
_ _/_ _/_ _ _ _

This letter has been [delivered to you personally/ sent via registered & prepaid mail] on _ _/_ _/_ _ _ _ not exceeding the period of three days as from the date of decision on qualification.

[address of candidate/ tenderer]
   Messrs. [name or trade title of candidate/ tenderer],

REF   : Your application for [prequalification/ application] registered on _ _/_ _/_ _ _ _ under line no ………………….

   Thank you for participating in the qualification procedure of [the name of work]. We regret notifying you that you have not been found qualified in the evaluation owing to the reason(s) set forth herein below8:

...
...
...
...
...

   Seventh day following the date of mailing this letter shall be the date of notification of decision to you. It is possible for you to make written complaint to our contracting entity as per Articles 54 and 55 of Law #4734 within fifteen days following this date or the date of delivering the notification letter to you personally. A decision with reasons thereof shall be taken by our contracting entity within thirty dates following the date of complaint, and notified to all candidates/ tenderers within seven days. If any decision is not taken within such period or the decision taken is not approved by you, it is possible for you to apply to the Public Procurement Authority for review within fifteen days following date of expiry of the period of taking decision or date of decision.

   It is submitted for your knowledge and necessary action.





Contracting Officer

Name & Signature

Position

Signature


Procurement register number*
:
Number
:
Subject
: Invitation for Procurement
Date of prequalification
: _ _/_ _/_ _ _ _

This letter has been [delivered to you personally/ sent via registered & prepaid mail] on _ _/_ _/_ _ _ _















[address of candidate]
Messrs.
[name or trade title of candidate],


REF
: Your application for prequalification registered on _ _/_ _/_ _ _ _ under line no ………

   This is to confirm that you have been found qualified as a result of evaluation on prequalification made in relation to [the name of work]. You are hereby kindly requested to submit your tender to be drawn up in compliance with the tender document in order to participate in the procurement to the address indicated in the tender document until _ _/_ _/_ _ _ _9 at _ _:_ _ at the latest.

   It is hereby submitted for your knowledge and necessary action.

The place where the tender document can be reviewed
:
The place where the tender document can be purchased
:
Sale price of tender document
:




Address:
[address of contracting entity]
Contracting Officer

[phone and fax of contracting entity]
Name & Surname

[e-mail of contracting entity (if any)]
Position


Signature


Procurement register number*
:
Number
:
Subject
: Invitation to submit technical tender10
Date of decision on prequalification
: _ _/_ _/_ _ _ _


This letter has been [delivered to you personally/ sent via registered & prepaid mail] on _ _/_ _/_ _ _ _















[address of tenderer]
Messrs.
[name or trade title of tenderer],


REF
: Your application for qualification registered on _ _/_ _/_ _ _ _ under line no ………

   This is to confirm that you have been found qualified as a result of evaluation on qualification made in relation to [the name of work]. You are hereby kindly requested to submit your technical tender not including the price to be drawn up in compliance with the tender document in order to participate in the procurement to the address indicated in the tender document until _ _/_ _/_ _ _ _11 at _ _:_ _ at the latest. The technical tenders to be submitted by you shall be opened in front of the tenderers and participants on _ _/_ _/_ _ _ _ at _ _:_ _, and negotiations shall be made with each tenderer on the technical tenders submitted.

   It is hereby submitted for your knowledge and necessary action.




Address:
[address of contracting entity]
Contracting Officer

[phone and fax of contracting entity]
Name & Surname

[e-mail of contracting entity (if any)]
Position


Signature


Procurement register number*
:
Number
:
Subject
: Invitation to submit tenders


This letter has been [delivered to you personally/ sent via registered & prepaid mail] on _ _/_ _/_ _ _ _











[address of tenderer]

Messrs.
[name or trade title of tenderer],




   You are hereby kindly requested to submit your tender including the price, which shall be drawn up [on the basis of technical specification with clarified conditions after reviewing on the technical tender submitted by you as a result of the negotiations] 1 in relation to [the name of work] to the address indicated in the tender document until _ _/_ _/_ _ _ _ at _ _:_ _ at the latest. [Technical specification annexed to our letter consists of;
   1) .....................................................................................
   2) .....................................................................................
   3) .....................................................................................
   4) .....................................................................................
   5) ....................................................................................
   ... (Lines shall be added to this section as necessary).]1





Address:
[address of contracting entity]
Contracting Officer

[phone and fax of contracting entity]
Name & Surname

[e-mail of contracting entity (if any)]
Position


Signature









* This shall be obtained from the Public Procurement Authority.

 This expression shall not be used in the procurements to be held as per items (a), (d) and (e) of Article 21 of Law #4734.
LETTER OF APPLICATION

Procurement register number:
_ _/_ _/_ _ _ _

[Address of contracting entity]
[Name of work]

TO THE TENDER COMMISSION OF .....................
[city]

1.   We, as authorized to represent and act on behalf of [name of candidate/ tenderer] (hereinafter referred to as “Applicant”), hereby apply for evaluation of qualification in relation to the procurement of [name of work] by reviewing and understanding all requirements for qualification and the related information.
2.   Your contracting entity and authorized representatives are authorized to make all inquiries and investigations in order to verify the notices, documents and information submitted with this application, and may require explanation from our banks and customers in relation to any kind of financial and technical matter. This letter of application shall also serve as a letter of authorization for any member or authorized representative of any organization mentioned in the supporting information in order to get information and to verify the notices and information given or sources, experiences and qualification of the Application if deemed necessary and requested by your contracting entity.
3.   Your contracting entity and authorized representatives can contract with the following people in order to get more information. The initial names and signatures shall be fully authorized to act on behalf of the Applicant.

Contact 1
[address and the units that can be communicated]
Contact 2
[address and the units that can be communicated]

4.   This application is made with full comprehension of the following:
a)   Your contracting entity reserves the right to cancel the qualification procedure and reject all applications.
b)   Your contracting entity shall not be responsible for the actions set forth in Article 4(a) hereinabove.
5.   We, the undersigned, hereby declare that that the commitments and information given in this application are complete, real and true with every detail.

Signature
Signature
Name
Name
Name/ Title of Application (Pilot or Coordinator Partner in Joint Ventures)
Name of Partner (if any)

Signature
Signature
Name
Name
Name of Partner (if any)
Name of Partner (if any)
The notarized letters of authorization and signature circulars of the people, whose signatures are subscribed above, shall be annexed to this letter of application.

LUMP SUM TENDER LETTER

Procurement register number:
_ _/_ _/_ _ _ _


TO THE TENDER COMMISSION OF ………………..

[city where the contractıng entıty ıs seated]





Tenderer’s

[name, surname & trade title], nationality
:
Full notification address
:
Associated tax office and tax number
:
Phone and fax number
:
E-mail (if any)
:
      
      This is to verify that we have duly reviewed and read all documents comprising the tender document for [the name of work], which shall be awarded on _ _/_ _/_ _ _ _ by your contracting entity, and we have visited the location of work, and accepted all conditions without any distinction and limitation. We hereby kindly request you to accept our tender including the following matters in relation to [the name of work].
   1- All costs that are stipulated to be included in the tender cost in the administrative specification in relation to the fulfillment of the commitment are included in our tender.
   2- Our tender shall be valid for ……….. [in figures and words] calendar days as from the date of procurement12.
   3- We hereby declare that we have not submitted more than one tender directly or indirectly and personally or by proxy for us or on behalf of others for the work, which is the subject matter of procurement, as per Article 17/d of Law #4734.
   4- We agree that you do not have to select any tender or the lowest tender, which you receive.
5- In respect of other works that will be carried out/ caused to be carried out by your contracting entity in relation to the work, which is the subject matter of procurement, we hereby warrant that we shall not enter into any action and formation on contrary to the interests of your contracting entity.
   6- We are acting as [domestic/ foreign] tenderer according to the definition of “domestic tenderer” as per Article 4 of Law #4734.
   7- We hereby agree and commit to carry out the [whole/ part of] work, which is the subject matter of procurement against [the total amount proposed shall be written in figures and words] exclusive of VAT. 13

Sincerely,

Name, surname3 - Stamp of Company
Revenue Stamp- Signature
UNIT COST TENDER LETTER
Procurement register number:
_ _/_ _/_ _ _ _
TO THE TENDER COMMISSION OF ………………………

[City where the contractıng entıty ıs seated]


Tenderer’s

[name, surname & trade title], nationality
:
Full notification address
:
Associated tax office and tax number
:
Phone and fax number
:
E-mail (if any)
:

      This is to verify that we have duly reviewed and read all documents comprising the tender document for [the name of work], which shall be awarded on _ _/_ _/_ _ _ _ by your contracting entity, and we have visited the location of work, and accepted all conditions without any distinction and limitation. We hereby kindly request you to accept our tender including the following matters in relation to [the name of work].
   1- All costs that are stipulated to be included in the tender cost in the administrative specification in relation to the fulfillment of the commitment are included in our tender.
   2- Our tender shall be valid for ……….. [in figures and words] calendar days as from the date of procurement14.
   3- We hereby declare that we have not submitted more than one tender directly or indirectly and personally or by proxy for us or on behalf of others for the work, which is the subject matter of procurement, as per Article 17/d of Law #4734. 3
   4- We agree that you do not have to select any tender or the lowest tender, which you receive.
5- In respect of other works that will be carried out/ caused to be carried out by your contracting entity in relation to the work, which is the subject matter of procurement, we hereby warrant that we shall not enter into any action and formation on contrary to the interests of your contracting entity.
   6- We are acting as [domestic/ foreign] tenderer according to the definition of “domestic tenderer” as per Article 4 of Law #4734.
   7- We hereby agree and commit to carry out the [whole/ part of] work, which is the subject matter of procurement, against [the total amount proposed shall be written in figures and words] exclusive of VAT over the unit costs proposed by us for each item set forth in the unit cost tender schedule enclosed to our tender letter15.

   Sincerely,
Name, Surname16- Stamp of Company
Revenue Stamp- Signature
Annex: Unit cost tender schedule

UNIT COST TENDER SCHEDULE
Procurement Register Number:
A1
B2
Line No
Name and Brief Description of Item
Unit
Quantity
Unit Cost Proposed
Amount
































































































































































































TOTAL AMOUNT (Excl. V.A.T.)

* Lines shall be inserted to the table as necessary.




Name & Surname 3- Stamp of Company
Signature

 

Procurement register number*
:
Name of contracting entity
:
Name of work
:
Date of filling in the form
: Date: _ _/_ _/_ _ _ _ Time: _ _:_ _

PRICES PROPOSED BY TENDERERS17


Amount of Tender

In Figures
In Words
Tenderer 1


Tenderer 2


Tenderer 3


Tenderer 4


Tenderer 5


Tenderer 6


Tenderer 7


....


Tenderer n


…………….. tenderer(s) has/have participated in the procurement and the prices proposed by him/them are indicated hereinabove and have been disclosed to the participants.


TENDER COMMISSION

Chairman
Member
Member
Member
Member
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Position
Position
Position
Position
Position
Signature
Signature
Signature
Signature
Signature
RESOLUTION OF TENDER COMMISSION18

Procurement register number*
:
Name of contracting entity
:
Name of work
:
Date and time of procurement
: Date: _ _/_ _/_ _ _ _ , Time: _ _:_ _
Procurement procedure
:
Total number of tenders
:
Number of valid tenders
:

Economically most advantageous tender

a) name/ trade title of tenderer
:
b) amount


Economically most advantageous second tender

a) name/ trade title of tenderer
:
b) amount
:

Date and time of issuance of these minutes

: Date: _ _/_ _/_ _ _ _ , Time: _ _:_ _

Amounts Proposed by Tenderers
Name/ Trade Title of Tenderer
Amount Proposed
Tenderer 1

Tenderer 2

Tenderer 3

............

Tenderer n


[the proceedings conducted since the beginning of the activities of the tender commission and the reasons of taking such a resolution as well as the detailed explanation shall be given in this section]


TENDER COMMISSION

Chairman
Member
Member
Member
Member
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Name & Surname
Position
Position
Position
Position
Position
Signature
Signature
Signature
Signature
Signature

Annex: Letter of confirmation evidencing that the tenderer awarded is not banned from participating in procurements.

[Letterhead of contracting officer]

Procurement register number*
:
Number
:
Subject
: Final procurement resolution
Date of procurement resolution
: _ _/_ _/_ _ _ _
Date of approval of procurement resolution
: _ _/_ _/_ _ _ _



This letter has been [delivered to you personally/ sent via registered & prepaid mail] on _ _/_ _/_ _ _ _

















[address of tenderer]

Messrs.
[name or trade title of tenderer],



   REF
: Your tender registered on _ _/_ _/_ _ _ _ under line no. ……………


The contract for [the name of work] is awarded to [name or trade title of the tenderer that is awarded the contract]. Economically most advantageous second tenderer is [name or trade title of the economically most advantageous second tenderer].   

[if this letter is sent to the tenderer whose tender is not evaluated or not found appropriate, the reasons of not evaluating or not finding appropriate the tender shall be written herein briefly]



If this letter is notified personally, it shall be deemed notified on the same day, and sent via mail service, it shall be deemed notified on the seventh (7th) day following the date of giving to the mail service. If the tenderers whose tenders are not taken into consideration or not found appropriate make written request within five (5) days following the date of notification, the reasons of not taking into consideration or not finding appropriate the tenders shall be indicated in detail. I hereby kindly request you to be informed as per Article 41 of Public Procurement Law #4734.

Contracting Officer

Name & Surname

Position

Signature
[letterhead of contracting entity]

Procurement register number*
:
Number
:
Subject
: Procurement resolution cancelled
Date of cancellation of procurement
: _ _/_ _/_ _ _ _
Date of cancellation of procurement resolution
: _ _/_ _/_ _ _ _


This letter has been [delivered to you personally/ sent via registered & prepaid mail] on _ _/_ _/_ _ _ _

















[address of tenderer]

Messrs.
[name or trade title of tenderer],



                REF
: Your tender registered on _ _/_ _/_ _ _ _ under line no. ……………


   The procurement concerning [the name of work] has been cancelled [owing to/on grounds of] [the reason of canceling the procurement shall be written herein briefly].

If this letter is notified personally, it shall be deemed notified on the same day, and sent via mail service, it shall be deemed notified on the seventh (7th) day following the date of giving to the mail service. If you make written request within five (5) days following the date of notification, the reasons of cancellation of the procurement resolution shall be indicated in more detail. I hereby kindly request you to be informed as per Article 41 of Public Procurement Law #4734.



Contracting Officer

Name & Surname

Position

Signature




   
Number
:
Subject
: Cancellation of procurement owing to the rejection of all tenders   
Date of procurement
: _ _/_ _/_ _ _ _
Date of cancellation of procurement

: _ _/_ _/_ _ _ _


This letter has been sent to you via registered & prepaid mail on _ _/_ _/_ _ _ _.

















[address of tenderer]

Messrs.
[name or trade title of tenderer],



                REF
: Your tender registered on _ _/_ _/_ _ _ _ under line no. ……………


Pursuant to the resolution of tender commission, all tenders concerning [the name of work] have been rejected and the procurement has been cancelled. The seventh (7th) day following the date of giving this letter to the mail service shall be deemed as the date of notification of resolution to you. If you make a written request within five days as from this date, the reasons of cancellation of procurement resolution shall be notified by our contracting entity.
It is hereby submitted for your knowledge.









Contracting Officer

Name & Surname

Position

Signature

[letterhead of contracting entity]
Procurement register number*
:
Number
:
Subject
: Invitation to conclude the contract
Date of approval of procurement resolution
: _ _/_ _/_ _ _ _


This letter has been [delivered to you personally/ sent via registered & prepaid mail] on _ _/_ _/_ _ _ _















[address of tenderer]

Messrs.
[name or trade title of tenderer],


           REF
: Your tender registered on _ _/_ _/_ _ _ _ under line no. ……………





   The contract of [the name of work] has been awarded to you. You are kindly requested hereby to submit the documents evidencing that you are not in the cases set forth in items (a), (b), (c), (d), (e) and (g) of the last paragraph of Article 10 of Law #4734 as well as the performance bond at 6% of the procurement amount and complete the other necessary proceedings and conclude the contract of the work, which is the subject matter of procurement. The seventh (7th) day following the date of giving this letter to the mail service shall be deemed as the date of notification to you19.

   It is submitted hereby for your knowledge and necessary action.





Contracting Officer

Name & Surname

Position

Signature






ANNOUNCEMENT FOR PROCUREMENT RESULT20
[name of contracting entity]

Procurement register number*
:
1)   Work to be procured

a)   Name
:
b)   Nature, type and quantity
:
c)   Location
:
d)   Date of commencement and
   completion
:


2)   Contract amount

a)   Resource
:
b)   Amount of resource
:


Totally …….. tenders have been submitted for the procurement of [name of work] and ……… of these tenders have been deemed valid. The said procurement of services has been awarded to [name of contractor/ trade title of contractor] against the amount of ……………………… on _ _/_ _/_ _ _ _ through the [open tender procedure/ restricted tender procedure/ negotiated tender procedure]. It is hereby kindly publicized.


TO THE TENDER COMMISSION OF …………………………….
                  [city where the contracting entity is seated]



Procurement register number*:

1) This is to certify that [I/we am/are] taking part in [the name of work] as a tenderer. As of the date of this letter of commitment, [I/we] hereby declare that [I am / we are / not] in the circumstances set forth in items (a), (b), (c), (d), (e), (g) and (i) of the last paragraph of Article 10 of Law No. 4734. If any change occurs in this case, [I/we] undertake to notify the same to the Contracting Entity promptly.

2) If [I/we] am/are awarded the contract, [I/we] hereby agree and represent to submit the certificates evidencing that [I/we am/are not] in the circumstances set forth in items (a), (b), (c), (d), (e) and (g) of the last paragraph of Article 10 of Law No. 4734 before concluding the contract.

3) Otherwise, [I/we] hereby agree that the Bid Bond shall be registered as revenue and the penalty stipulated under Article 58 of the Law shall be applied for [me / us].


-- / -- / ----
Name, Surname1
Stamp of Company
Revenue Stamp – Signature




















_______________________________
* The procurement register number shall be entered by the contracting entity before this Standard Form is attached to the tender document.
1 This section must be signed by the tenderer or the person authorized to submit tender. In the case of joint ventures (joint venture or consortium), this letter of commitment shall be submitted by each partner separately.




Standard Form- KIK027.0/H
Letter of Commitment Evidencing That Tenderers Are Not Those That Will Be Disqualified From the Procurement and Those That Will Not Be Able To Participate In The Procurement During Submittal of Tenders In Open, Restricted and Negotiated Tender Procedures


TO THE TENDER COMMISSION OF …………………………….
                  [city where the contracting entity is seated]



Procurement register number*:

1) This is to certify that [I/we am/are] taking part in [the name of work] as a/an [tenderer/ applicant]. As of the date of this letter of commitment, [I/we] hereby declare that [I am / we are / not] in the circumstances set forth in items (a), (b), (c), (d), (e), (g) and (i) of the last paragraph of Article 10 of Law No. 4734. If any change occurs in this case, [I/we] undertake to notify the same to the Contracting Entity promptly before concluding the contract.

2) If [I/we] am/are awarded the contract, [I/we] hereby agree and represent to submit the certificates evidencing that [I/we am/are not] in the circumstances set forth in items (a), (b), (c), (d), (e) and (g) of the last paragraph of Article 10 of Law No. 4734.

3) Otherwise, [I/we] hereby agree that the Bid Bond shall be registered as revenue and the penalty stipulated under Article 58 of the Law shall be applied for [me / us].


-- / -- / ----
Name, Surname1
Stamp of Company
Revenue Stamp – Signature




















_______________________________
* The procurement register number shall be entered by the contracting entity before this Standard Form is attached to the tender document.
1 This section must be signed by the applicant or the person authorized to make application. In the case of joint ventures (joint venture or consortium), this letter of commitment shall be submitted by each partner separately.




Standard Form- KIK027.1/H
Letter of Commitment Evidencing That Applicants Are Not Those That Will Be Disqualified From the Procurement and Those That Will Not Be Able To Participate In The Procurement During The Qualification Stage In Open, Restricted and Negotiated Tender Procedures


TO THE TENDER COMMISSION OF …………………………….
                  [city where the contracting entity is seated]



Procurement register number*:

We hereby agree and warrant that [certificate of work completion/ work status/ work supervision/ work management] submitted by ……………………….. [the candidates/ tenderers] within the scope of [tender/ application] in relation to ………………. [work], the procurement of which shall be held on …./…./200… belongs to ………………… in respect of the shareholders holding more than half of the shares at this [candidate/ tenderer];

and that the said percentage of share shall be maintained during the period of performance bond (until final acceptance) and all work experience certificates issued in the name of the holder of certificate shall only be made available to this tenderer only as long as this percentage of share is maintained in the said [candidate/ tenderer], and that it shall not be made available to the other corporate bodies in order to enable them to participate in procurements.



-- / -- / ----
Name, Surname/ Trade Title1
Stamp of Company
Revenue Stamp – Signature









Note: The letter of commitment shall be notarized.





_______________________________
* The procurement register number shall be entered by the contracting entity before this Standard Form is attached to the tender document.
1 The person that makes available the work experience certificate to the candidate or tenderer that holds more than half of the shares and the person that uses the work experience certificate in order to be able to participate in the procurement shall sign here separately as per item (a) of Article 59 of Regulation on Implementation of Services Procurements.






Standard Form – KIK027.2/H
Letter of Commitment Stating That Work Experience Certificate
Shall Not Be Made Available To Another Corporate Body


TO THE TENDER COMMISSION OF …………………………….
                  [city where the contracting entity is seated]



Procurement register number*:

[I/ we] hereby declare that [I/ we] am/are partner to the personal companies and hold more than half of the capital of the capital companies, the names/ trade titles and other particulars of which are written below. [I/ we] hereby agree and represent to notify any change in this situation.

There is not any partnership and share that is required to be declared. [I/ we] hereby agree and represent to notify any change in this situation.1

DECLARATION OF PARTNERSHIP / SHARE
Name/ Trade Title

Partnership/ Percentage of Share

Tax Identification Number

Chamber of Commerce/ Industry/ Craftsmen

Commerce / Craftsmen Register Number

Address

Postal Code

Province / District

Tel – Fax

E-mail

Web Site




-- / -- / ----
Name, Surname2
Stamp of Company
Signature











_______________________________
* The procurement register number shall be entered by the contracting entity before this Standard Form is attached to the tender document.
1 Only this section shall be written if there is not any partnership and/or share to be declared.
2 This must be signed by the tenderer or the person authorized to submit tender. In the case of joint ventures (joint venture or consortium), the declaration shall be submitted by each partner separately.


Standard Form – KIK027.3/H
Declaration To Be Given By Those That Will Participate In Procurement
For Their Partnerships and/or Shares In Corporate Bodies
JOINT VENTURE DECLARATION


Procurement register number*:

We have entered into a private joint venture in order to submit joint tender to [the name of work] tendered by [the name of contracting entity] and perform and prosecute the work after concluding the contract if we are awarded the contract. If we are awarded the contract, the joint venture agreement shall be notarized and submitted to the Contracting Entity before the contract is concluded. Pilot partner of our joint venture shall be [name of the pilot partner] until the completion of work.

If we are awarded the contract as a result of the joint tender that we submit, we hereby declare, accept and guarantee that the contract shall be signed by all partners and our partner indicated as the pilot partner shall have the full power to act for and on behalf of our joint venture in respect of all issues concerning the contract, and that each of us shall be jointly and successively liable for performing the works and commitments within the subject and scope of the contract that will be concluded as well as fulfilling the obligations arising from the contract and undertaken by our joint venture, and that we shall not leave the private joint venture that we have established, otherwise, [the name of contracting entity] shall be authorized to terminate the contract and register the performance bond as revenue, and that all communications and notifications to the pilot company shall be deemed to be made to our joint venture, the pilot partner and the remaining partners of the joint venture shall undertake all obligations and liabilities of the work including the performance bond in the events of death, bankruptcy, heavy disease, detention or imprisonment to the extent to limit the freedom or dissolution of any of the partners in the joint venture except for the pilot partner before the subject work is completed.

Item No.
Name of partner in the joint venture
Percentage of Share
Notification Address
1)



2)



3)



..)



n)





PILOT
PARTNER
Signature
PRIVATE PARTNER
Signature
PRIVATE PARTNER
Signature
PRIVATE PARTNER
Signature
PRIVATE PARTNER
Signature



Revenue Stamp



_______________________________
* The procurement register number shall be entered by the contracting entity before this Standard Form is attached to the tender document.


Standard Form – KIK028.0/H
Joint Venture Declaration

BID BOND

-- / -- / ----
No: ………

As [the name of bank or private financial body] guarantees TL [amount of Bid Bond]1, which is the amount of Bid Bond required from [the name of tenderer] that will take part in the tender of [the name of work] tendered by your Contracting Entity according to the provisions of Law No. 4734 and tender document, and provided that the cases requiring registering the Bid Bond as revenue arises pursuant to the provisions of Public Procurement Law No. 4734 and the tender documents, we, the authorized signatories and representatives of [the name of bank or private financial body], hereby represent and declare for and on behalf of [the name of bank / private financial body] that we shall pay the amount written above promptly at your first demand without any delay to your Contracting Entity or order in cash and completely as well as the legal interests incurred from the date of such demand until the date of payment without any necessity to issue a notice, procure court order and take the permission of the said tenderer and irrespective of any dispute that may arise between the mentioned tenderer and your Contracting Entity as well as disregarding any conclusion and legal consequences of this dispute.

This Bid Bond shall remain valid until ......../....../...........2 and shall become void if we do not receive any written claim for indemnification until such date.

In the event of indemnification under this Bid Bond, the sum of Bid Bond, which is ……………..3, shall be paid to you.


[name of bank or private financial body]
[name of branch of the bank or private financial body] Branch
Name, Position and Signature of
Authorized Persons of [name of bank or private financial body]




NOTE:
a) In the case of Bid Bonds furnished based upon the counter-guarantee of foreign banks or similar credit bodies, the name of the foreign bank or credit body providing the counter-guarantee and that the Bid Bond is furnished under counter-guarantee shall be specified. If the currency taken as basis for tender is Turkish Lira, the Bid Bonds that will be issued under counter-guarantee shall be in Turkish Lira.
b) If the foreign currencies or submitting tenders in foreign currencies are allowed under “Currency Applicable for Tenders and Payments” of the Administrative Specification, the tenderers shall issue their Bid Bonds in the currency applicable for tenders.



____________________________
1 The related currency shall be entered here in respect of the Bid Bonds that will be furnished in foreign currency.
2 This period shall be determined by the tenderer, but not less than 30 days following the expiry of the validity period of tender, according to Article 35 of Law No. 4734.
3 In the event of payment, it is essential the repayment be made in the currency of the bid bond by the bank and though the bid bonds issued in
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