EMPRESA PUBLICA FLOTA PETROLERA ECUATORIANA – EP FLOPEC

Purpose of the Contract:

Implementation of a Specialized Commercial System for EP FLOPEC

Quito, 22 - Jul - 2013

CONTENTS

SECTION I ….…..……………………………………………………………………………………………………………….……… 3

INVITATION ....………………………………………………………………………………………………………………….…….. 3

SECTION II ..…………………………………………………………………………………………………………………….……… 4

PURPOSE FOR CONTRACT .……………………………………………………………………………………………….…….. 4

SECTION III ..…………………………………………………………………………………………………………………….…….. 5

GENERAL CONDITIONS ……………………………………………………………………………………………………….…. 5

3.1. Technical Board: …………………………………………………………………………………………………………...... 5

3.2 Disabilities: ………………………………………………………………………………………………………………………. 5

3.3 Obligations of the Supplier: ………………………………………………………………………………………………. 5

3.4 Questions, Answers and Explanations: …………………………………………………………………………….. 5

3.5 Language and Authenticity of Documents: ………………………………………………………………………. 5

3.6 Evaluation Process, Negotiation and Award: ……………………………………………………………………. 5

3.7 Evaluation Criteria: …………………………………………………………………………………………………………… 6

3.8 Rejection of Tenders: ..……………………………………………………………………………………………………… 9

3.9 Warranties: ……..……………………………………………………………………………………………………………… 10

3.10 Cancellation Procedure: ……………………………………………………………………………………………….. 10

3.11 Abandonment Procedure Declaration: ….……………………………………………………………………… 10

3.12 Contractor Failed: …………………………………………………………………………………………………………. 10

3.13 Contract Project: ………………………………………………………………………………………………………….. 11

14.3 Pricing Currency and Payment: …………………………………………………………………………………….. 11

15.3 Contract Administration: ………………………………………………………………………………………………. 11

3.16 Recognition of errors: ………………………………………………………………………………………….……….. 11

SECTION IV. ..………………………………………………………………………………………………………………………… 12

SPECIAL CONDITIONS .………………………………………………………………………………………………………….. 12

4.1 Process Schedule Public Competition: ……………………………………………………………………………. 12

4.2 Validity of Tender: ..………………………………………………………………………………………………………… 12

4.3 Form of payment: …………………………………………………………………………………………………………… 12

4.4 Extension of Deadlines for Submission of Tenders: ..…………………………………………………….… 13

4.5 Instructions for Preparation of Tenders: .....……………………………………………………………………. 13

4.6 Contents of Tender: ..……………………………………………………………………………………………………… 13

4.7 Weighting: ……………………………………………………………………………………………………………………… 14

4.8 Terms of reference: ..……………………………………………………………………………………………………… 14

SECTION I

INVITATION

We hereby call to offer, in the terms set out in this document and through the website of EP

FLOPEC: http://www.flopec.com.ec/index.php/licitaciones, international suppliers notified by

the Board of the Specialized Commercial System Empresa Publica Flota Petrolera Ecuatoriana

– EP FLOPEC, provided they meet the requirements of this document.

If EP FLOPEC does not receive any offers or all are rejected, the company will call again to

other providers different of the ones originally invited.

The purpose of this call is to be executed within eight months, according to what is stipulated

in the contract.

The general conditions of this invitation are:

1. Payments to contracted services will be conducted by EP FLOPEC own equity, from the

budget of the company, and will be based on the following form of payment:

• An advance payment of fifty percent (50%) of the contract value will be granted upon

signature of the contract and delivery of the invoice.

• The remaining value (50%) will be paid at the end of the implementation and

commissioning of a solution for the Specialized Commercial System, upon delivery of:

the invoice, handover report and user acceptance report, which must be fully

approved by the contracting company and the confirmation signature of the Contract

Manager and EP FLOPEC’s Manager.

2. Those interested will be able to ask questions during the 5 working days from the

publishing date of the invitation, and receive answers and clarifications from the

Contracting Authority within a period of 5 working days regarding the content of the

document published on the website of the company.

3. The tenders will be received through the e-mail: gcomercial@flopec.com.ec (both technical

and financial offer) in accordance with the provisions in the schedule published (see

section 4.1 below).

4. The evaluation of the offers will be done using the parameters specified in this document.

Quito, 30-Jul-2013

DANILO MORENO OLEAS, MBA

GENERAL MANAGER

Empresa Publica Flota Petrolera Ecuatoriana

EP FLOPEC

SECTION II

PURPOSE FOR CONTRACT

This process aims the implementation of a Specialized Commercial System for Empresa Publica

Flota Petrolera Ecuatoriana - EP FLOPEC.

The project will be implemented under the supervision of a Project Task Force, comprised by

specialists of the Commercial and Operations Areas (Chartering, Operations, Postfixture and

LPG), Technicians from the IT Unit, and it will be led by the Commercial or Operations Manager

(Project Manager).

If any other specialized support is required, representatives of the Finance Area (Accounting,

Treasury and Budget), and representatives of Legal Counseling will be included.

Terms of reference:

See the documentation: "Functional and Technical Specifications" (Annexes A and B)

SECTION III

GENERAL CONDITIONS

3.1. Technical Board:

For this process a Technical Board will be nominated by the General Manager, and it will be

formed by a President and at least two additional members. The Board will be responsible for

the provider evaluation and the selection of the best software. This board will analyze the

offers, even if only one has been received, considering the qualifying parameters set forth

herein. They will recommend to award or to declare void to the maximum authority of the

contracting entity.

The Technical Board will be formed by:

• Comercial Manager

• Operacional Manager

• Information Technology Manager

3.2. Disabilities:

Any supplier whose offered solution does not meet all the functional and technical

requirements requested shall not be considered in the process.

3.3. Obligations of the Supplier: Suppliers must comply with all the requirements herein. The omission or neglect of the

supplier to review the documents will not relieve them of their obligations in relation to their

offer.

3.4. Questions, Answers and Clarifications:

Suppliers will be able to ask questions about the functional and/or technical requirements via

email to gcomercial@flopec.com.ec. The contracting entity will reply and sent to the supplier’s

email and publish it on the website within the schedule program.

The Technical Board may, at the stage of questions and answers, issue any explanation, always

provided they do not change the purpose of the current process.

All explanations shall be considered as access to this document and will be posted on the

company website: http://www.flopec.com.ec/index.php/licitaciones

3.5. Language and authenticity of documents:

The documentation that includes the offer and related correspondence must be submitted in

English or Spanish. These digital documents should not have enabled change control option.

3.6. Evaluation, Negotiation and Award Processes:

At the date and time indicated in the Call or the extensions granted by the Technical Board,

each proposal will be evaluate and scored basis on a scale that will totalize one hundred (100)

points.

The Technical Board will notify the result of the evaluation duly supported in the company

website: http://www.flopec.com.ec/index.php/licitaciones

The Technical offers that do not reach 70 points will be disqualified and rejected at this stage.

The Technical Board may conduct negotiations according to the schedule established herein,

and will not call for new negotiation with the proponent with whom no agreement was

reached during the negotiation.

The Technical Board shall prepare a record of negotiation that shall be signed by members of

the Board and the proponent.

Once started the negotiation process, it will not be suspended for any reason, except in case of

force majeure. The Board and the provider will work in full days and so on until results occur,

and if these are positive. They will continue with the negotiation, uninterrupted, until an

agreement is reached.

The General Manager of Empresa Pública Flota Petrolera Ecuatoriana, reserves the right to

award or to declare void the tender once the Technical Board had finished the negotiation.

Once the Act of Negotiation and Award Resolution is signed, it will be posted on the company

website: http://www.flopec.com.ec/index.php/licitaciones

3.7. Evaluation criteria:

The Technical Board shall evaluate the technical offers under the parameters determined and

presented in this document:

Technical Evaluation Ratios

Criteria Ratio

(%)

1. Technical and administrative capacity 5

2. Specific experience 25

3. Technical personnel’s experience 25

4. Project Management Plan 5

5. Technology transfer 10

6. Functionality - Operations 12.5

7. Functionality – Chartering 12.5

8. Functionality - Other 5

Total 100

The evaluation criteria for each part as follows:

Criteria Item Description Points

1.

Tech

nic

al

an

d

ad

min

istr

ati

ve

ca

pa

city

1.1 Scope and approach of the services to be provided 0.50

1.2

Organizational and technical capacity for the

implementation of the project (business planning and

resource assignment)

1.00

1.3 Methodology to apply (in regards the services

offered) 1.50

1.4 Quality standards 1.00

1.5 Control and monitor standards to be applied 1.00

2.

Sp

eci

fic

Ex

pe

rie

nce

2

Proven experience conducting successfully

implementations of the solutions offered in previous

assignments (at least 3 cases)

25.00

3.

Ex

pe

rie

nce

of

tech

nic

al

sta

ff

3.1

Project Manager, 3 years experience leading projects,

and at least 3 successful experiences implementing

the solution.

5.00

3.2

Professional with at least 3 years experience in the

Commercial solutions who supports the configuration

and customization

5.00

3.3 Expert with 3 years experience integrating a solution

with other systems 5.00

3.4 Expert with 2 years experience in configuration and

customization of the solution offered 5.00

3.5 Occupational Rate (% allocation) of the main

technical staff 2.00

3.6 List and characteristics of resources required during

the project (human, hardware, software, etc.).

3.00

4.

Pro

ject

Ma

na

ge

me

nt

Pla

n

4.1

Project Management Plan: change control plan, plan

risk management, Monitor and control Plan,

Communication plan, Work Performance information,

others

1.00

4.2 Procedure to identify interfaces for integrating with

legally systems (external systems) 1.00

4.3 Procedure for communicate the project status and

performance reports results, to General Management 1.00

4.4 Performance integrated change control report and

Report project monitoring 1.00

4.5 Procedure to the TI technical training, and functional

training to the final users 1.00

5.

Tech

no

log

y T

ran

sfe

r

5.1

Proposal Architecture for the solution: servers

numbers, technical specifications for servers and

clients, functionality for each module, services (for

transfer information), scalability, integration (with

others systems), storage type; and conceptual design

of the proposed solution with the description for

each: components/elements/modules/options

3.00

5.2 Technical Support (7 * 24; ways to request technical

support) 1.00

5.3 Technical guarantee (year warranty and Maintenance

Support) 0.50

5.4 The designs and sources, for all products /

components customized. 3.00

5.5 GUI for web environment (Mozilla, IE, Chrome) 0.50

5.6 Integration with some document management

system 0.50

5.7 Integration with Exchange 0.50

5.8 network platform (OS) , over which can work the

solution 0.50

5.9 Servers supported databases (SQL, MySQL, Postgre

SQL, Oracle, etc.) 0.50

5.

Fun

cti

on

ali

ty -

Opera

tions

Operation records

6.1 Arrival and departure reports 0,25

6.2 Bunkes on board, ROB 0,25

6.3 Management at port 0,25

6.4 Multiple bill of lading / cargo description 0,25

6.5 Registro de Agencias 0,25

6.6 Itinerary / port rotation and modification features 0,25

6.7 Off-hire record 0,25

Commercial Calculation (invoice and payments)

6.8 Calculation of voyage charter 0,25

6.9 Deathfreight calculation 0,20

6.10 Calculation of time charter 0,25

6.11 Demurrage calculation 0,25

6.12 Dispatch function calculation 0,20

6.13 Deviation calculation 0,25

6.14 Waiting time calculation 0,25

6.15 Heating bunkers calculation 0,25

6.16 Extra bunker consumption calculation 0,25

6.17 Charterer expenses calculation 0,25

6.18 Storage calculation (time, bunkers and other

expenses) 0,25

6.19 Invoice status 0,20

6.20 Authority levels approval for payment of invoices 0,25

Agencies

6.21 Agency selection 0,20

6.22 Advances for attention of ships at ports – PDA

function 0,20

6.23 Final statement for advances - FDA function 0,30

6.24 Integration with an external Agency nomination

software 0,20

Bunkers management

6.25 Bunkers purchase 0,25

6.26 Inventary control and costs 0,25

Others

6.27 Multicompany management 0,20

6.28 Types of contracts management 0,20

6.29 Performance registry 0,40

6.30 Management of other claims 0,20

6.31 Notices reports (alarms) and task managements (i.e.

delivery notices) 0,20

6.33 Integration with e-mail for invoicing and payments 0,30

6.34 Capability to integrate with other systems (agreement

with other providers) 0,25

Trial period

6.35 Installation test 1,00

Reports

6.36 Report types (i.e. Load/Discharge, demurrage,

bunker, P&L ) 1,00

6.37 New reports tool 0,50

6.38 Report Payment / Invoice and Comparison 1,00

6.39

Integration or link with other external support

systems: Q88, DA-DESK, access via web, Financial and

Administrative Systems. 1,00

7.

Fun

cti

onali

ty -

Ch

art

eri

ng 7.1

Voyage estimation (basis current cost, hire base,

historical port expenses, speed and bunker

consumption 3,00

7.2 Sensitivity analysis (rate freight, TCE, time charter,

bunkers) 1,00

7.3 Voyage comparison 1,00

7.4 Cargo matching 0,50

7.5 Voyage charter (spot) 1,00

7.6 Voyage charter party 1,00

7.7 Time charter party 1,00

7.8 Bareboat charter party 1,00

7.9 Voyage with multi contracts and multi cargoes 1,00

7.10 Voyage management (spot voyage, time charter,

multi contract / product, sublet, relet, voyage) 2,00

8.

Fun

cti

on

ali

ty

– O

thers

8.1

At least two success cases (in the last 3 years) of the

solution offered integrated to the documentary

system.

1.00

8.2 At least 2 success cases (in the last 3 years) of the

solution offered integrated to legacy systems (SAP,

Dynamic, Open Bravo, Open ERP; NS5, AMOS, others)

4.00

Total

100.00

Note: This information should be presented in the Technical Offer, following the guidelines

established in section 4.6

3.8. Rejection of Offers:

The Technical Board will reject an offer for the following reasons:

a) Fails to fulfill the requirements of general and technical specifications related to this

document;

b) If the offer contains substantial and/or obvious errors that cannot be validated because they

are not considered an error in form;

c) Any exception, conditioning, unrequested items, or any change affecting the functional or

technical requirements of this document will not be accepted.

3.9. Guarantee:

Previous the subscription of the contract, the winner of the tender will have to give the

following guarantees.

3.9.1. Guarantee for the faithful compliance:

The supplier shall submit a faithful compliance guarantee of the contract, which will yield a

value equal to 10% of the total contract amount.

Purpose: To ensure compliance with the obligations assumed with the awarded supplier. The

execution of the guarantee will be total, and will not interested if the contract is in its early or

final stage. It considers an only exception the case that if, in a settlement agreement, there

existed a balance in favor of the contracting entity and this is not covered, then the guarantee

will be partially executed for the balance not covered.

3.9.2. Warranty for good use of the advance money

The supplier shall provide a guarantee of the advance payment to support 100% of the value

received in this connection. The renewal of these warranties shall be carried out at least 5 days

prior to expiration.

Purpose: it ensures that the resources provided in advance to the awarded supplier are

invested in performing the contract / project.

3.9.3. Technical Warranty

The supplier shall provide a 12 month period of technical warranty against technical defects of

the solution starting from the date of signing the Final Act of Delivery and Receiving.

Once the Business Management solution begins production, the supplier will locate the

technicians needed to give a 90 day accompanying support for the post-implementation which

will support the stabilization of the functionality of the solution.

The warrantees will be returned at the end of the contract.

3.10. Cancellation of Procedure:

At any time between the announcement and up to 24 hours before the date of submission of

offers, the highest authority of the contracting entity may declare the procedure canceled by

means of reasoned and motivated decision.

3.11. Declaration of Procedure Void:

The highest authority of the Contracting Entity may declare the procedure fully or partially

void before awarding. Once the procedure is declared void, the maximum authority may order

to file or reopen it.

3.12. Failed Winner:

In case the contractor does not secure the contract within the provided period for any

attributing reasons, the highest authority of the Contracting Entity will declare Failed winner.

Likewise, the contracting entity will call the supplier ranked second in the order of priority to

sign the contract, who shall comply with the requirements for the adjudicated supplier,

including the obligation to maintain the offer until signing the contract. If the supplier named

as second option does not secure the contract, the contracting process will be declared void,

without prejudice to the administrative penalty applicable to the second failed contractor.

3.13. Contract Project:

The contracting entity shall apply the project of the contract, (which is an integral part of this

document) within a period of 15 days from the date of the award notification.

3.14. Pricing Currency and Payment:

Offers must be submitted in U.S. dollars and payments will be made likewise.

3.15. Contract Administration:

The Legal Representative from the contracting entity shall appoint and explicitly designate a

member of the Commercial or Operations Areas as Contract Administrator. This person will

ensure full accomplishment with each and every one of the obligations under the contract, and

will also take any necessary action in order to avoid undue delay and impose fines and

penalties as appropriate.

The Contract Administrator should sing or endorse all documents generated with the

execution of the contract.

3.16. Validation of form errors:

If form errors are shown, offers may be validated by the supplier in a term of two days,

counted from the date of notification, and at the discretion of the contracting entity. Also,

within the validation period, suppliers may integrate additional documents as long as they do

not involve changing the subject thereof; documentation will be received by e-mail to:

gcomercial@flopec.com.ec

The contracting entity is required to carefully analyze each of the offers received in the

qualification stage in order to identify all existing form errors which will notify by e-mail and on

the website of the company (http://www.flopec.com.ec/index.php/licitaciones) on the same

day and time to each of the bidders. Suppliers may correct such reported errors for purposes

of being qualified.

If, while analyzing the offers, the contracting entity determines the existence of one or more

form errors, the timing of the process must be reprogrammed, depending on the term granted

to suppliers to validate the form errors reported.

SECTION IV

SPECIFIC CONDITIONS

4.1. Schedule of the International Process:

DESCRIPTION DATE TIME

Publishing date 7-Aug-2013 10:00

Questions deadline 13-Aug-2013 10:00

Deadline for answers and explanation 16-Aug-2013 10:00

Deadline for delivery of Technical and Economical

offers

2-Sep-2013 10:00

Opening date for technical offer 2-Sep-2013 11:00

Technical Evaluation beginning 2-Sep-2013 11:10

Publishing of Final evaluation results of Technical

Evaluation

12-Sep-2013 10:00

Opening date for Economical offer 12-Sep-2013 11:00

Negotiation 13-Sep-2013 11:00

Estimated date of awarding 17-Sep-2013 11:00

The term for error validation is 2 days.

If EP FLOPEC, during the evaluation of the offers finds one or more form errors, the timetable

of the process should be rescheduled, depending on the term granted to suppliers for

purposes that validate the form errors reported. For which we shall consider the following

schedule that will include a new award date:

DESCRIPTION DATE TIME

Deadline to request validation of errors 5-Sep-2013 10:00

Deadline for validation of errors 9-Sep-2013 10:00

Estimated date for adjudication 17-Sep-2013 10:00

4.2. Validity of the Offer:

The validity of the offer should be 60 days; however, Empresa Publica Flota Petrolera

Ecuatoriana , EP FLOPEC may extend the term up to the date of fixing the contract.

4.3. Payment:

Payments for the acquisition of Specialized Software Solution for Commercial Management

will be made with funds of Empresa Publica Flota Petrolera Ecuatoriana, EP FLOPEC under the

Budget Certification No. 1335 "Inversiones, Sistemas de Automatización de Procesos ERP"

(Investment Process Automation Systems - ERP) issued with memorandum number GFI-UAPR-

CON-284-13, 11-jul-2013; and signed by the Financial Manager, as follows:

• An advance payment of fifty percent (50%) of the contract value will be granted upon

signature of the contract and delivery of the invoice.

• The remaining value (50%) will be paid at the end of the implementation and

commissioning of a solution for the Specialized Commercial System, upon delivery of: the

invoice, handover report and user acceptance report, which must be fully approved by the

contracting company and the confirmation signature of the Contract Administrator and EP

FLOPEC’s Manager.

It must be signed by the Contract Administrator and the CEO in order for it to have total

approval of the contracting entity.

4.4. Extension of Deadline for submission of offers:

The Technical Board may extend the term to send the offers subject to a justified reason to a

maximum of 30 working days, starting from the date of notice published on the webpage.

4.5. Instructions to Prepare the offer:

The supplier must demonstrate its experience attaching certificates provided by the

companies which have implemented the required solution from them.

4.6. Contents of Offer:

4.6.1. Technical offer: minimum requirements

i. Cover Letter and Commitment Form No. 1. ii. Provider identification, Form No. 2.

• Introduction Letter of the Firm / Company

• Appointment legal representative of the Company

• Certified copies to support Financial Situation

• Certified copy of the documents supporting the certifications obtained in

Quality Management and Software Development.

iii. Background and experience in conducting similar projects, demonstrated by the following documents, Form No. 3, No. 4-A and No. 4-B: • Two (2) certificates detailing the experience and implementation of a

commercial management system during the last three (3) years.

• Two (2) certificates detailing the experience in using project management

methodologies during the last three (3) years.

• Two (2) certificates detailing experience in integration with external systems

during the last three (3) years.

iv. List of personnel assigned to the project, Form No. 5

v. Background and experience of staff being assigned to the project, according to the specifications in the technical requirements (section 3.7

and Technical Specifications – Annex B). The adjudicated supplier can

change the initial staff of the project team up to 30%. In case it exceeds the limit of staff turnover, there will be a penalty of 5% of the contract.

• Resumes of professionals assigned: Form No. 6

vi. Work plan, approach, scope, proposed methodology, and proven

knowledge of the general and specific conditions of the project: Form No.

7

4.6.2. Financial Offer Contents:

Detailed economical proposal as according to Form No. 8.

The supplier shall specify the price of its tender for the total amount of the project (in

words and numbers). Payment for the work will be done in the same currency stated in the

offer, as stayed in the contract.

The supplier shall detail the value of the licenses (client and server), for installation and

configuration work, and other works considered in the financial proposal. Empresa Publica

Flota Petrolera Ecuatoriana, EP FLOPEC will not accept subsequent claims for values not

covered by the offer.

4.7. Weighting Coefficient:

Empresa Publica Flota Petrolera Ecuatoriana (EP FLOPEC) has determined that the weightage

for the technical evaluation is of eighty percent (80%) and the weighting for the economic

evaluation is twenty percent (20%).

4.8. Terms of Reference:

The Technical Board reserves the right to disqualify the supplier which do not comply with

what has been detailed in this item.

4.8.1. Purpose of the contract

Implementation of specialized Software for Commercial Management System for EP

FLOPEC.

4.8.2. Scope and depth of the jobs

• To implement a specialized Software for Commercial Management System for EP

FLOPEC, integrating information from each of the units of the Company

(ships and offices), and to support the management of the other areas of

the company (Administrative, Financial, Technical, Agency). It must

include the integration with the Finance-administrative system, technical-

shipping system and documentary system.

• To define and adapt specific needs for the Commercial and Operations

Areas, and to create dynamic reports.

• To training and to transfer technological and functional knowledge of the

solution.

• Integration, stabilization and release of the implemented solution.

• Comply with the functional and technical specifications.

• The direct users of the system will be served by the project, according to

the functionality of the modules implemented of the commercial system

defined, programmed and customized. The users of the system to be

considered will be: 7 read only users, and 27 read-write users.

Read only users Read-write users Administrator

• CEO

• Agency Manager

• Startegic Planning Manager

• Financial Manager

• Head of Staff on board

• Head of accountant

• Head of Treasury

• Commercial Manager

• Operations Manager

• Head of Chartering

• Head of Marketing

• Head of Operations

• Head of Postfixture

• Head of LPG Operations

• 18 Chartering, Marketing,

Operations, Postfixture and

Treasure Analysts

• Commercial Assistant

• Operations Assistant

IT Technician

The functionality that will be used by the 7 vessels of EP FLOPEC is set in the functional

requirements.

4.8.3. Expected products

i. Project Management Plan • Schedule of the full Implementation of the Solution (baseline time).

• Dully approved documentation requirements

• Change Control Plan (List of changes, validation and acceptance)

• Quality Control Plan (metric and checklists)

• Human Resources Plan (team project, functional and technical required

users from EP FLOPEC, and Supplier's team work)

• Communications Plan (stakeholders considered, information sharing about

project progress, managing expectations of stakeholders, performance

reports and project progress)

• Risk Management Plan (Registry and update of risk)

ii. Biweekly reports of the project performance. It must present the progress of implementation of the activities executed, remaining activities, motives, risks, etc.

iii. Commercial Management Solution fully installed, implemented and running in production, stabilized and integrated to the Administrative and Financial Management, Technical-shipping and Documentary Systems.

iv. Training Reports of EP FLOPEC staff v. All information resulting from meetings (minutes), explanations, progress

reports, technical manuals, and user guide manual for each module. This documentation must be provided in digital and hardcopy. The digital copy must be in both: one that can be read and edited (Word format) and the

other as a scanned legalized document in PDF format. This documentation must be provided in Spanish or English.

vi. Installation Media, designs, source code, and development programs for EP FLOPEC.

vii. Final technical report, and acceptance of the commercial solution (formal project closure), signed by the Contract Administrator of EP FLOPEC, by the users, and by the Highest Authority of EP FLOPEC.

4.8.4. Performance period

The term shall not exceed eight (8) calendar months counting from the date of deposit

or first payment.

Once the system is in production, the supplier will assign the necessary technicians for

the support of the post-implementation accompaniment for 90 working days, which

will support the functionality and stabilization of the solution.

The supplier may offer a shorter period than considered in this document, which will

be set in the schedule of activities, and which will be attached to the relevant offer.

4.8.5. Overview of the work methodology

The suppliers will present the methodology and Project Management Plan in detail

that meet the Guidelines for Project Management of international recognition.

Empresa Publica Flota Petrolera Ecuatoriana, EP FLOPEC will form a multidisciplinary

team from the company’s Commercial and Operational Departments to control,

coordinate, support and follow up the project.

4.8.6. Technology Transfer

At least, it should be included all the topics needed to give a post-implementation

support for the customizations made. The topics to be considered are:

• Architectural Design

• Safety aspects

• Parameterization tools

• Frameworks and programming interfaces for the integration with the

Administrative - Financial Management and Technical-Shipping Management

systems

• Troubleshooting: basic, intermediate and advanced

• Integration, interconnection, mediation, data transformation and applications

• Migration schemes and use of historical information contained in external systems

• Schemes and development of model of data loading (if applicable)

• And all those technological topics required and used for the implementation of

the solution

The documentation resulting from the transfer of technological knowledge should be

in Spanish or English. It will be checked, endorsed and authorized by the Contract

Administrator and Technology area.

Knowledge transfer will be for at least five (5) IT Technicians in all matters concerning

the implementation of the solution.

FORM # 1

Supplier’s Name:………………………………………………………………………………………….

COVER AND COMMITMENT LETTER

Mr. / Mrs.

…………………………

President of the Technical Board

Dear Sir / Madam,

(name of supplier), for my own rights, in my capacity as legal representative or attorney

common (name of the supplier company), I hereby certify that:

1. We agree to provide personnel, equipment, and materials required to perform (purpose of

the contract).

2. We state that the offer we make is independent and without hidden connection with

another person or persons, companies or groups involved in this process Abroad Contest

and that the offer is honest and in good faith in every aspect. Accordingly, we claim that

we have not infringed or violated any principles or standards related to the fair, just, and

free competition. We also state that we will not establish, arrange, or coordinate (directly

or indirectly), explicitly or covertly abstentions or results with one or more other suppliers,

considered or not related parties under the terms of the applicable legislation.

3. If any violation of the commitments set forth in the previous paragraph is found, EP

FLOPEC may disqualify the offer, or proceed to the unilateral termination of the contract,

as applicable.

4. The proposal is made in accordance with the requirements and conditions set forth herein.

5. We have revised this document, including the scopes issued, so that the knowledge gained

is satisfactory in relation to contractual obligations. Therefore, waive any future claims,

citing lack of knowledge of the content and requirements described in this document and

associated attachments.

6. We acknowledge that EP FLOPEC may adjudicate, declare void or cancel the contest if it is

in convenience of the national and company interests.

7. If we are awarded, we commit to signing the contract within 15 days after the

adjudication and previously we will comply the requirements asked in the invitation.

8. Declare under oath that we expressly agree not to offer any payments, loans, services,

luxury entertainment, trips, or gifts to any officer or employee of EP FLOPEC. In case of

violating this commitment, we are aware that EP FLOPEC after an internal process will end

immediately the contract, which is signed as a result of this invitation and acquiesces to

answer for the damages that these acts cause.

(Place and Date)

________________________

(Signature and Name)

(Legal Representative)

FORM # 2

Supplier’s Name:………………………………………………………………………………………….

Supplier’s Identification

1. Name of the company:

2. Headquarters Address:

Country/City

Address

Phone Numbers Fax

E-Mail

3. Partners

NAME ID Stock number (%)

TOTAL 100%

(Place and Date)

________________________

(Signature and Name)

(Legal Representative)

FORM # 3

Supplier’s Name:………………………………………………………………………………………….

References on experience in similar services, made in the last 3 years

Nº Project’s

Name

Company/

Institution

Amount Location

Country/City/

Address

Implementation

Period

Contact

Person

Start Finish

(Place and Date)

________________________

(Signature and Name)

(Legal Representative)

FORM # 4-A

Supplier’s Name:………………………………………………………………………………………….

ANNEXES

(For performed work)

C E R T I F I C A T I O N

I certify that ______________________________ (name of supplier), under contract

celebrated on (date) has successfully installed for ____________________________________

(name of the company) __________________________________ (object of the contract),

whose main activities were:

a) ______________________ b) ______________________ c) ______________________ The contract began on (start date) and ended on (end date).

The Professionals involved in the execution and position they played in the project execution

were:

1.

2.

3.

The value of the contract was for (value written and number) (currency) equivalent to (value

written and number) US dollars, as per the last payment done.

(Place and Date)

________________________

(Signature and Name)

(Legal Representative)

FORM # 4-B

Supplier’s Name:………………………………………………………………………………………….

Annex

(For work in progress)

C E R T I F I C A T I O N

I certify that (name of supplier), under contract dated on (date) is performing satisfactorily for

(name of company) (name of the contract), whose main activities are:

a) ______________________

b) ______________________

c) ______________________

The contract began on (start date) and completion is planned by (end date).

The Professionals involved in the execution and position in the project execution are:

1.

2.

3.

(Place and Date)

________________________

(Signature and Name)

(Legal Representative)

FORM # 5

Supplier’s Name:………………………………………………………………………………………….

LIST OF STAFF ASSIGNED TO THE PROJECT

Full Name Experience Detail Responsibility

in the Project

Participating

Time

(months)

Overall

Participating

Percentage

(Place and Date)

________________________

(Signature and Name)

(Legal Representative)

FORM # 6

Supplier’s Name:………………………………………………………………………………………….

RESUME OF THE ASSIGNED STAFF

1. Full names: _____________________________________________________________

2. Date and place of birth: ____________________________________________________________

3. Nationality: _____________________________________________________________

4. Experience in the supplier company:

# of Years Active Current position Activities Assigned to the

Project

5. Professional experience:

Company / Institution Since:

Day/Month/Year

Until:

Day/Month/Year

Country/City:

Phone Number:

Cargo:

Relevant Activities:

(Include information for each professional experience in the detailed format)

(Place and Date)

__________________________

(Signature and Name)

(Professional assigned to the project)

FORM #7

Supplier’s Name:………………………………………………………………………………………….

WORK PLAN

APPROACH, SCOPE AND METHODOLOGY OF THE JOB

The documentation shall include the following:

a) Development of: objectives, activities, actions, products, and goals;

b) Description of the approach, scope and methodology of the job that shows the knowledge

of the general, local, and particular conditions of the project on regards the contract;

c) Structural Organization Chart of the proposed service;

d) Activities’ Program/s, professional assignment and time allocation.

NOTE:

The suppliet will develop this form on sheets deemed advisable while keeping the same

format.

(Place and Date) __________________________ (Signature and Name) (Professional assigned to the project)

FORM #8

Supplier’s Name:………………………………………………………………………………………….

FINANCIAL OFFER

TOTAL COST

AMOUNT PAID

IN U.S. DOLLARS

LICENSE VALUES

IMPLENTATION VALUE

OTHER VALUES

TOTAL

TOTAL ---------------------------------------- (detailed in writing) U.S. dollars.

(Place and Date)

__________________________

(Signature and Name)

(Professional assigned to the project)