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NATIONAL BANK OF SERBIA

INSTITUTE FOR MANUFACTURING BANKNOTES AND COINS – TOPCIDER

TENDER DOCUMENTATION FOR PUBLIC PROCUREMENT OF GOODS IN OPEN PROCEDURE

TENDER CODE: 03/19

Belgrade,

January - February 2012

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Pursuant to Article 30 of the Law on Public Procurement (Official Gazette of the Republic of Serbia,

No 116/2008, hereinafter referred to as LPP), Article 2 of the Rulebook on Mandatory Elements of

Tender Documentation ( Official Gazette of the Republic of Serbia No 50/2009), Article 9 of the

Rulebook on Public Procurement Procedure (G.br. 371 of January 19, 2010), the Decision on

initiating the public procurement procedure (No 3184/1/11 of 21.12.2011 and the Decision on

establishing the Public Procurement Committee (No 3184/2/11 of 21.12.2011) it was prepared as

follows:

TENDER DOCUMENTATION

for public procurement of goods – card mailing system off line including installation,

commissioning, and training for two system operators, one programmer for the work on

developer tools, one mechanical engineer and one electronics engineer

Tender code: 03/19

The Tender Documentation contains:

1. Invitation to Bid……………………………………………………………………………………. Page 3

2. Instructions to Bidders ………………………………………………………………………… 5

3. Bid Submission Form ……………………………………………………………………………. 13

4. Form for evaluation of compliance with the requirements referred to

in Article 44 of the Law on Public Procurement and the instruction on

how to prove such compliance ………………………………………………………………. 14

5. Model Contract …………………………………………………………………………………….. 18

6. Technical Specifications ……………………………………………………………………….. 26

7. Price structure form ……………………………………………………………………………… 27

8. Bidder’s/Subcontractor’s Data Sheet…………………………………………………… 28

9. Form of Bidder’s Statement regarding guarantees……………………………….. 30

10. Form of Bidder’s Statement regarding its fulfillment of contractual obligations under earlier

awarded contracts ………………………………………………………………………………….. 31

11. Form of Bidder’s statement that it possesses sufficient technical capacity 32

12. Form of Bidder’s statement on its capacity in terms of personnel ……….. 33

Committee:

1) Bojana Jovanovic, President

2) Goran Djordjevic, Deputy President

3) Predrag Krnjajic, Member

4) Elizabeta Savic, Member

5) Vesna Stankovic Jevdjevic, Member

6) Tatjana Spadijer, Member

7) Dragan Krstic, Member

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1. INVITATION TO BID

Pursuant to Article 69 and Article 72, paragraph 1, indent 1 of the Law on Public Procurement

(Official Gazette of the Republic of Serbia, No 116/2008)

NATIONAL BANK OF SERBIA

INSTITUTE FOR MANUFACTURING BANKNOTES AND COINS – TOPCIDER

Belgrade, 2 Pionirska Street

hereby publishes the following:

PUBLIC INVITATION

for the collection of bids in the open procedure of public procurement of goods – card

mailing system off line including installation, commissioning, training for two system

operators, one programmer for the work on developer tools, one mechanical engineer and

one electronics engineer (Tender code: 03/19)

1) The National Bank of Serbia – Institute for Manufacturing Banknotes and Coins – Topcider,

2 Pionirska Street, Belgrade, hereby invites all interested bidders to submit their bids for

the public procurement of goods – card mailing system off line including installation,

commissioning, training for two system operators, one programmer for the work on

developer tools, one mechanical engineer and one electronics engineer.

2) The bids may be submitted by all interested bidders meeting the requirements set out in

Article 44 of Public Procurement Law. In addition to the bids, the bidders shall also submit

evidence of meeting requirements referred to therein, subject to Article 45 of this Law.

3) Variant bids are not allowed.

4) The bid in its entirety shall be prepared in conformity with this public invitation and tender

documentation for the public procurement of goods (Tender code: 03/19) – card mailing

system off line. After the publication of the public invitation in the “RS Official Gazette”,

interested bidders can have direct access to tender documentation on the premises of the

National Bank of Serbia – Institute for Manufacturing Banknotes and Coins – Topcider, 2

Pionirska, 1st floor.

5) Tender documentation shall also be posted on the website of the National Bank of Serbia –

www.nbs.rs (link tenders) and can be downloaded electronically. All questions of the

bidders and respective replies will also be published under the same link, as well as all

alterations to the tender documentation.

6) The public invitation will also be published at the Public Procurement Portal.

7) Interested bidders may submit their bids by May 14 at 12:00 hours. The bid shall be

submitted by certified mail or in person at the address: National Bank of Serbia – Institute

for Manufacturing Banknotes and Coins – Topcider, 2 Pionirska, Belgrade, in a sealed

envelope marked with “ Bid for the public procurement of goods – card mailing system

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off line(Tender code: 03/19) – Do Not Open”. On the backside of the envelope bidder’s

name, address and phone number are to be indicated.

8) It is desirable that all documents submitted in the bid be tied with a ribbon in a whole and

sealed so that individual pages and / or enclosures cannot be subsequently inserted,

removed or replaced without visibly damaging the pages or the seal.

Bids shall be valid for at least 60 (sixty) days following the day of bid opening.

The bidder shall submit the bid in a sealed envelope, so that at the time of its opening it can

be verified whether the envelope is the same as it was when it was submitted.

9) Timely submitted bids shall be publically opened by the Committee on the premises of the

National Bank of Serbia – Institute for Manufacturing Banknotes and Coins – Topcider, 2

Pionirska Street, on May 14 at 12:15 hours. Bid opening may be attended by bidders’

authorized representatives who shall be required to prove their capacity as bidders’

representatives by submitting the authorization to the Public Procurement Committee.

Bids delivered later than the date and hour specified in the public invitation shall be

deemed untimely and shall be returned unopened to the sender following the bid opening

procedure, with a notice on untimely delivery.

10) Criteria for the selection of the most advantageous bid will be the economically most

advantageous bid.

11) A tentative deadline for contract conclusion is 15 June 2012.

12) The bidder may request any additional information and explanations related to bid

preparation in writing at the following address: National Bank of Serbia – Institute for

Manufacturing Banknotes and Coins – Topcider, 2 Pionirska, 11000 Belgrade, or via email:

bojana.jovanovic@nbs.rs, marked as: “ Questions for the Committee for the public

procurement of goods – card mailing system (Tender code: 03/19)” but not later than five

days before the expiry of the deadline for the submission of bids. The orderer will give

responses to the quires of interested bidders within two days after the receipt thereof and

post them on the website www.nbs.rs, link – tenders.

Bidders are kindly asked to address their queries or questions in writing and to refrain from

any telephone calls.

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2. INSTRUCTIONS TO BIDDERS

Instructions to bidders on how to prepare their bids contain information about the

requirements of the National Bank of Serbia – Institute for Manufacturing Banknotes and Coins

of Topcider in relation to the content of the bid and about the conditions under which the

procedure of the public procurement will be conducted.

The bidder has to meet all the requirements for participation in the procedure of public

procurement as prescribed by PPL and the bid in its entirety has to be prepared in conformity

with tender documentation. Otherwise the bid will be rejected.

MANDATORY REQUIREMENTS FOR PARTICIPATION IN THE PUBLIC PROCUREMENT PROCEDURE

The right to participate in the procedure shall have the Bidder if it meets the requirements referred

to in Article 44 of the Public Procurement Law as follows:

1) It is filed in the register with the competent agency for performing a corresponding activity:

2) It is founded for performing the activity that is the subject matter of the public

procurement;

3) Within a two year period prior to invitation to bid it was not convicted by a finally binding

court judgment or administrative measure prohibiting it to perform the activity which is the

object of public procurement;

4) It has settled due taxes in accordance with the regulations of the Republic of Serbia or a

foreign state if his legal residence is located on its territory;

5) It possesses necessary financial and business capacity;

6) It possesses sufficient technical and personnel capacity

The provisions of the Article 44 of the Public Procurement Law accordingly apply also to natural

persons as Bidders.

2.1 LANGUAGE OF BID

The bid prepared by the bidder shall be written in English or Serbian language. Evidences for

meeting the requirements referred to in the tender documentation may be written in German

language.

2.2 OBLIGATORY ELEMENTS OF BID

Bidder may submit only one bid with enclosed evidence to prove that it fulfills the requirements

referred to in the tender documentation.

The bidder, who has submitted its bid independently on its own, cannot participate in some other

bid as a joint bidder or as a sub-contractor.

The Bidder may modify or withdraw its Bid after the Bid’s submission, provided that the written

notice of the modification, including substitution or withdrawal of the Bid, is received prior to the

deadline prescribed for submission of Bids.

The Bid shall be deemed correct if the Bidder submits all evidences proving the full compliance

with the requirements stipulated in Article 44 and 45 of the Public Procurement Law, which are

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indicated in the Form for evaluation of compliance with the requirements referred to in Article 44

of the Law on Public Procurement and in the instruction on how to prove such compliance.

2.3 FILLING IN THE FORMS CONTAINED IN THE TENDER DOCUMENTATION

1) The forms contained in the tender documents have to be correctly filled in, signed and

stamped.

2) The bid is formed in such a way that the bidder fills in the required data contained in the

forms making integral parts of the tender documents.

3) Bidder is obliged to fill in all items (elements) indicated in the Bid Form;

4) The Bid Submission Form has to be correctly filled in, signed and stamped. Otherwise the

Bid shall be deemed as incorrect.

5) Time limits should be precisely defined by the bidder, indicating a precise number of days.

Imprecise time limits (e.g. immediately, to be agreed upon, approximately) cannot be

accepted and the bid containing such imprecise time limits shall be deemed as incorrect.

6) If a group of bidders participate in the tender, an authorized representative of the group of

bidders fills in, signs and stamps the following forms:

- Bid Submission Form

- Price Structure Form

- Form of Bidder’s statement regarding guarantees

- Form of Bidder’s statement regarding its fulfillment of contractual obligations under

earlier awarded contracts

- Form for evaluation of compliance with the requirements referred to in Article 44 of the

Law on Public Procurement

Each Bidder from the group of Bidders, including the authorized representative of the group

of Bidders, fills in, signs and stamps the Bidder’s Data Sheet.

7) If the Bidder participates in the tender with a sub-contractor, both the Bidder and the sub-

contractor have to fill in, sign and stamp the Bidder’s Data Sheet.

2.4 LOTS

This public procurement is not divided into several lots.

2.5 VARIANT BIDS

Variant bids are not allowed.

2.6 PARTICIPATION IN JOINT BID OR AS SUB-CONTRACTOR

The bidder, who has submitted a bid independently on its own, cannot participate in some other

bid as a joint bidder or as a sub-contractor.

2.7 ESTABLISHING THE QUALIFICATIONS OF SUBCONTRACTORS

1) If the bidder intends to entrust the execution of the public procurement contract partly to a

subcontractor, he will be obliged to indicate so in his bid.

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2) If the bidder indicates in his bid that the execution of the public procurement contract will

be entrusted to a subcontractor, the bidder will be obliged to supply the name of the

subcontractor; if the contract is concluded between the orderer and the bidder, this

subcontractor shall be indicated in the contract between the orderer and the bidder. The

bidder has to indicate which part of the contract will be executed by the subcontractor

3) The bidder shall be responsible for the execution of the entire public procurement contract

irrespective of the number of subcontractors.

4) The bidder shall be obliged to allow the orderer, upon latter’s request, the access to the

subcontractor for the purpose of establishing the subcontractor’s qualifications.

5) The bidder shall be obliged to submit the evidences proving the fulfillment by

subcontractors of requirements referred to in Article 44, Paragraph 2, point 1) to 5), of the

Law on Public Procurement, in such manner as prescribed in the Article 45 of the Law on

Public Procurement and the tender documentation.

2.8 SUBMITTING A JOINT BID

1) A bid may be submitted by a group of bidders.

2) If a joint bid is selected as the most favorable one, before the conclusion of the contract the

orderer shall request the group of bidders to submit a legal act binding themselves to joint

execution of the contract if it is awarded to them, provided that such a request is necessary

for successful execution of public procurement.

3) The legal act shall specify the responsibility of each Bidder for the execution of the contract.

4) The bidders forming a group of bidders shall bear unlimited joint and several liability

towards the orderer.

5) Each bidder from the group of bidders has to meet the requirements referred to in Article

44, Paragraph 2, indents 1) to 5) of the Law on Public Procurement and to prove it by

submitting evidences referred to in Article 45 of the Law on Public Procurement and the

compliance with other requirements referred to in Article 44 of the Law on Public

Procurement they have to prove jointly as a group.

2.9 ESSENTIAL REQUIREMENTS FOR THE CORRECTNESS/ACCEPTABILITY OF THE BID

1) Offered Goods must comply with orderer’s requirements in all aspects and given technical

specifications.

The price shall include the supply and installation of the machine, commissioning, 5 days

training for two system operators, one programmer for the work on developer tools, one

mechanical engineer and one electronics engineer.

2) The payment term has to be specified after the date when the invoice was received and cannot

be shorter than eight days.

3) The bidder has to define the deadlines precisely indicating the exact number of days.

Imprecisely defined deadlines cannot be accepted (e.g.: immediately, to be agreed, from – to,

successively or similar). If the Bidder indicates imprecise deadlines in his Bid, the Bid will be

deemed as incorrect.

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4) The orderer may request additional explanations from a bidder that will help him in the course

of examining and evaluating the bids; he may also exert control (insight) of the bidder or the

latter’s subcontractor.

5) It is necessary that the bidder supplies catalogues and technical documentation in Serbian or

in English language, showing the characteristics of the offered machine, as well as operating

manual and instructions for safe work in Serbian language.

2.10 PRICE

Price, including all related costs, may be expressed in Dinars (VAT free) or in Euro currency for

delivery DAP Belgrade, 2 Pionirska Street (Incoterms2010). Conversion into Dinars will be made

according to the middle exchange rate of the National Bank of Serbia as effective on the day of bid

opening.

If the bid offers unconventionally low prices, the orderer shall act in accordance with the provisions

of Article 57 of the Law on Public Procurement.

2.11 FINANCIAL SURETY INSTRUMENTS

The successful bidder shall furnish the performance bank guarantee issued to the amount of 10% of

the total agreed price.

And in case when the payment is to be made in advance, the bidder shall also furnish an advance

payment guarantee covering the amount of the requested advance payment.

2.12 METHOD OF MARKING OF CONFIDENTIAL DATA

1) Each page of the bid which contains confidential data about the bidder should be

marked as “confidential” in the right upper corner.

2) The orderer is obliged to keep confidential all data about the bidder contained in the

bid, which are determined to be confidential according to a special regulation and

marked as such in the bid.

3) The orderer may refuse to disclose any information about the data contained in bid if it

would mean a breach of the confidentiality.

4) The orderer is obliged to keep confidential as a business secret the names of the bidders

and submitted bids until the opening of bids.

5) Price and other bid elements which are essential for bid evaluation shall not be treated

as confidential according to Article 12 of the Law on Public Procurement.

2.13 ADDITIONAL INFORMATION AND EXPLANATIONS

1) The bidder may request any additional information and explanations related to the

preparation of the bid in writing, at the following address: NBS Institute for Manufacturing

Banknotes and Coins – Topcider, 2 Pionirska Street, marked with: “Questions for the

Committee for public procurement of goods –card mailing system off line (Tender code:

03/19) or via email: bojana.jovanovic@nbs.rs but not later than five days before the expiry

of the deadline for the submission of bids. The National Bank of Serbia – Institute for

Manufacturing Banknotes and Coins – Topcider will respond to bidder’s queries in writing

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within two days after the receipt of the query and post the responses on the website

www.nbs.rs, link – tenders.

2) Should the National Bank of Serbia – Institute for Manufacturing Banknotes make

alterations or additions to the tender documentation six or fewer days before the expiry of

the deadline for submitting the bids, it shall be obliged to extend the deadline for submitting

the bids and to inform in writing all the bidders who have been forwarded the tender

documentation of the extension of the deadline for submitting the bids.

3) The Decision on the extension of the deadline for submission of bids will be published in the

Official Gazette of the Republic of Serbia, at the Public procurement Portal and on the

website of the National Bank of Serbia.

All queries are to be addressed in writing and bidders are asked to refrain from any

telephone calls.

2.14 BID VALIDITY TERM

Bid validity term cannot be shorter than 60 days after the date of bid opening. Otherwise the Bid

will be rejected as incorrect.

If the Bid validity term has expired, the orderer may request an appropriate extension of bid

validity period. The request to extend the Bid validity period shall be made in writing.

The Bidder who accepts the request to extend the bid validity period cannot change its Bid.

2.15 ADDITIONAL EXPLANATIONS, EXAMINATION OF BIDS AND ALLOWED

CORRECTIONS

1) After the opening of the Bid the orderer may request, in writing, additional explanations

from the Bidder that will help him in the course of examination, evaluation and comparison

of Bids; the orderer may also exert control (insight) of the Bidder or the latter’s

subcontractor.

2) With Bidder’s consent the orderer may rectify arithmetical errors established during the

examination of the Bid.

2.16 DEADLINE FOR CONTRACT CONCLUSION

1) Within 8 days after all bidders confirm the receipt of the Decision on the selection of the

most advantageous Bid, the National Bank of Serbia – Institute for Manufacturing

Banknotes and Coins shall present the successful Bidder with the contract for its signature.

2) If the successful Bidder does not return the signed contract within 10 days after the

contract was submitted to him for signature, the orderer may conclude the contract with

the next most favorable Bidder and shall inform all other Bidders about it in writing.

3) Information about the concluded contract will be published by the orderer in the “Official

Gazette of the Republic of Serbia” within 3 days after the contract conclusion.

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2.17 FULFILMENT OF CONTRACTUAL OBLIGATIONS UNDER EARLIER AWARDED CONTRACTS

The orderer may reject a bid if it possesses a proof showing that the bidder did not fulfill its

contractual obligations under earlier awarded contract for public procurement related to the same

object of public procurement within the period of the past three years or if it possesses a proof that

the bidder has paid penalties for delay in the performance of contractual obligations.

2.18 CONTRACT ELEMENTS TO BE NEGOTIATED AND THE METHOD OF NEGOTIATIONS

As this procedure will not be conducted through negotiations there are no contract

elements to be negotiated.

2.19 CRITERIA FOR SELECTING THE BEST BID

Criteria for evaluation and selection of the most advantageous bid will be the economically

most advantageous bid.

CRITERIA DESCRIPTION

Evaluation of all correct and adequate Bids shall be conducted by applying the criterion of

the economically most advantageous bid and the Bids will be ranked according to the

following criteria elements and respective given points:

_________________________________________________________________________

1. Total price of the offered card mailing system off line 65 points

2. Delivery time 15 points

3. Warranty period for the offered card mailing system off line 15 points

4. Response time for service intervention within warranty period 5 points

__________________

Total 100 points

____________________________________________________________________________

EVALUATION METHODOLOGY

I Total price of the offered card mailing system off line: maximum 65 points

The lowest offered price for the card mailing system off line will be given 65 points.

In this respect other Bids will be evaluated according to the following formula:

The lowest offered price for card mailing system off line x maximum points

_________________________________________________________________________________________

The total price of card mailing system off line offered in the Bid that is being ranked

II Delivery time: maximum 15 points

The shortest offered delivery time for card mailing system off line will be given 15 points.

In this respect other Bids will be evaluated according to the following formula:

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The shortest offered delivery time for card mailing system off line x maximum points

__________________________________________________________________________________________________

Delivery time for card mailing system off line from the Bid that is being ranked

III Warranty period for the supplied card mailing system off line: maximum 15 points.

The longest offered warranty period for card mailing system off line will be given 15 points.

In this respect other Bids will be evaluated according to the following formula:

Warranty period from the Bid that is being ranked x maximum points

_________________________________________________________

The longest offered warranty period

IV Response time for service intervention within warranty period: maximum 5 points

The shortest response time for service intervention within warranty period will be given 5

points.

In this respect other Bids will be evaluated according to the following formula:

The shortest response time for service intervention within warranty period x maximum points

_____________________________________________________________________________________________________________

Response time for service intervention from the Bid that is being ranked

2.20 TWO OR MORE BIDS ASSIGNED WITH THE SAME NUMBER OF WEIGHTED POINTS

If the sum total of weighted points for two or more Bids is identical, then the orderer shall

select the bid assigned with more points in respect of the price criterion.

2.21 REQUEST FOR THE PROTECTION OF RIGHTS

1) A request for the protection of rights may be submitted in the manner and within the

deadlines as prescribed by the Law on Public Procurement.

2) The request for the protection of rights shall be submitted to the orderer directly or by

registered mail with return receipt. A copy of the request for the protection of rights shall

be forwarded by the orderer simultaneously to the Republic Committee.

3) The orderer shall notify on the submitted request for the protection of rights all the

participants in the procedure of public procurement, within three days from the day of the

receipt of the request for the protection of rights.

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4) The submitter of the request is obliged to pay the administrative tax in the amount of

60.000,00 Dinar to the Republic Budget account number 840-742221843-57.

2.22 CONTRACT CONCLUSION

The contract for the public procurement will not be concluded before the expiry of the

deadline for submission of requests for the protection of the rights of bidders as referred to

in Article 107 of the Law on Public Procurement.

A request for the protection of rights shall withhold further activities of the orderer in the

procedure of awarding the contract of public procurement until the passing of the decision

on the submitted request, unless the Committee, at the orderer’s proposal, decides

otherwise.

2.23 SUBMISSION OF BID

1) The bid shall be submitted by mail or in person in a sealed envelope, so that at the time of

its opening it can be verified whether the envelope is the same as it was when it was

submitted.

2) It is desirable that all documents submitted in the bid be tied with a ribbon in a whole and

sealed so that individual pages and / or enclosures cannot be subsequently inserted,

removed or replaced without visibly damaging the pages or the seal.

3) The bid with evidences proving the fulfillment of requirements outlined in the tender

documentation are to be delivered to National Bank of Serbia – Institute for Manufacturing

banknotes and Coins – Topcider, at the address: 2 Pionirska Street, 11000 Belgrade in a

sealed envelope marked with “ Bid for public procurement of goods – card mailing

system off line, 03/19 – Do Not Open”.

4) On the backside of the envelope the name and the address of the bidder are to be indicated.

5) The Bidder may modify or withdraw its Bid after the Bid’s submission, provided that

written notice of the modification, including substitution or withdrawal of the Bid, is

received by the orderer prior to the deadline prescribed for submission of bids.

6) Timely Bid is the Bid received by the orderer prior to the deadline prescribed for

submission of bids in the invitation to bid.

7) Any Bid received by the orderer after the prescribed deadline for submission of bids will be

rejected and returned unopened to the Bidder with the marking “late Bid”.

2.24 REASONS FOR REJECTION OF BID

1) Bid will be rejected if it is late, incorrect or inadequate, if it contains untrue data or if it does

not meet the requirements referred to in the tender documentation.

Bid may be rejected if it is unacceptable.

2) Late bid is the bid received by the orderer after the deadline for submission of bids as

specified in the invitation to bid and will be returned unopened to the bidder.

3) Correct bid is a timely received bid for which it has been established, following the opening,

examination and evaluation of the bids, that it fully complies with the requirements

contained in the tender documentation.

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4) Adequate bid is a timely received and correct bid for which it has been established that it

fully complies with all the technical specifications.

5) Acceptable bid is a timely received correct and adequate bid which does not restrict or

makes conditional any rights of the orderer or obligations of the bidder and whose value

does not exceed the estimated value of the procurement.

2.25 NECESSARY FINANCIAL AND BUSINESS CAPACITY AND SUFFICIENT TECHNICAL

CAPACITY AND CAPACITY IN TERMS OF PERSONNEL

The right to participate in the procedure has the bidder who meets the requirements as prescribed

in Article 44 of the Law on Public Procurement as follows:

If it possesses necessary financial capacity meaning that in the accounting years 2008, 2009

and 2010 it has earned an income from the sales that is bigger than the price quoted in the

bid submitted for this public procurement procedure.

If it possesses necessary business capacity meaning that it is producer of the offered

machine or that it is authorized by the machine producer for the sale thereof.

If it possesses sufficient technical capacity meaning that at the moment of submission of bid

it possesses/uses adequate business and storage premises.

Sufficient capacity in terms of personnel means that since the time before the

announcement of the public invitation the bidder has been employing minimum 2

employees working on jobs directly associated with the object of public procurement.

The fulfillment of requirements regarding the financial and business capacity, as well as

regarding the technical capacity and the capacity in terms of personnel is to be proved by

submitting evidences referred to in the Form for evaluation of compliance with the

requirements referred to in Article 44 of the Law on Public Procurement and the instruction

on how to prove such compliance.

2.26 SUSPENSION OF PUBLIC PROCUREMENT PROCESS

1) The National Bank of Serbia will suspend the public procurement process if the

requirements for the selection of the most advantageous bid have not been met.

2) The National Bank of Serbia may suspend the public procurement process due to objective

and provable reasons, which could not have been foreseen at the time when the public

procurement process was initiated and which make the completion of the initiated process

impossible i.e. due to which the procurement need has ceased and the procurement process

will not be repeated within the same budget year.

3) Within 3 days after passing the Decision on the suspension of the procurement process, the

National Bank of Serbia will forward the notification about the suspension of the

procurement process to the “RS Official Gazette “ office and Public Procurement Portal in

order that they can publish it.

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2.27 Where a permit is required by the Law, the concluded contract of public procurement

shall become effective only after such permit has been obtained.

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Registry number of the public procurement: 03/19

3. BID SUBMISSION FORM

Public procurement of goods – card mailing system off line including installation, commissioning,

training for two system operators, one programmer for the work on developer tools, one mechanical

engineer and one electronics engineer

Name of the bidder:

Head office:

Address:

Corporate number of the company:

Contact person:

Name of the subcontractor:

Head office:

Address:

Corporate number of the company:

Contact person:

Mark as appropriate:

a) independent bid b) with subcontractor c) joint bid

1) Total price of offered card mailing system off line (including installation, commissioning,

training for two system operators, one programmer for the work on developer tools, one

mechanical engineer and one electronics engineer) ________________ Euro

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2) Delivery time: _____________ days after contract signing

3) Warranty period for the offered machine: ______________ months after the receipt of the

machine

4) Response time to start service intervention within the warranty period ____________ hours

after the receipt of written request (e-mail)

5) Payment terms: ______________ days (minimum 8 days) after the receipt of the invoice issued

after the receipt of the goods has been verified by protocol.

(In case of advance payment the payment term is to be specified from the date when the

proforma invoice for advance payment was received).

6) Bid validity term: _______________ days after bid opening (minimum 60 days)

Other remarks: _____________________________________________________________

Tax ID number: Date: Seal: Bidder’s signature:

__________ __________________

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4.FORM FOR EVALUATION OF COMPLIANCE WITH THE REQUIREMENTS REFERRED TO IN

ARTICLE 44 OF THE LAW ON PUBLIC PROCUREMENT

Requirements and evidences for meeting the requirements

1

That the bidder is filed in the register with the competent agency

Evidence: Certificate of the register of companies (not certified photocopy)

2

That bidder’s company was established for the purpose of performing the activity

that is the object of the public procurement

Evidence: Deed of foundation (not certified photocopy) (Article 7 of the Law on

companies “RS Official Gazette” 36/2011 and 99/2011).

3

That in the two years period prior to announcing the public invitation the bidder

was not convicted by a finally binding court judgment or administrative measure

prohibiting it to perform the activity which is the object of the public

procurement.

Evidence: certificate issued by a competent body bearing a date after the date of

invitation to bid

Note if the certificate does not pertain to above specified period of time, the Bid will be

rejected as incorrect

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That the bidder has settled due taxes, contributions and other forms of public

taxation in accordance with the regulation of the state where its legal residence is

located.

Evidence: a certificate issued by the competent tax agency of the state where

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bidder’s legal residence is located not older than six months prior to the

invitation to bid

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That the bidder possesses necessary financial capacity i.e. that in the accounting

years 2008, 2009 and 2010 it has earned an income from the sales that is bigger than

the price quoted in the bid submitted for this procurement procedure

- Evidence: auditor’s report to the financial statements for 2008, 2009 and

2010

6

That the bidder possesses necessary business capacity i.e. - that the bidder

is producer of the offered machine or that it is authorized by the machine

producer for the sale of the machine.

Evidence: if the bidder is the producer of the machine – bidder’s statement stamped

and signed by an authorized person of the bidder confirming, under penalty, that the

bidder is the producer of the machine, or

If the bidder is authorized by the machine producer for the sale of the machine – photo-

copy of the contract between the machine producer and the distributor.

7

That the bidder possesses sufficient technical capacity – i.e. that at the

moment of submission of bid it possesses/uses adequate business and storage

premises.

Evidence: bidder’s statement (stamped and signed by an authorized signatory)

confirming under penalty that at the moment of submission of the bid it

possesses/uses adequate business and storage premises.

8

That the bidder possesses sufficient capacity in terms of personnel i.e. that

since the time before the announcement of the public invitation the bidder has

been employing minimum 2 employees working on jobs directly associated

with the object of public procurement.

Evidence: bidder’s statement (stamped and signed by authorized signatory)

confirming under penalty that since the time before the announcement of the

public invitation the bidder has been employing minimum two employees

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working on jobs directly associated with the object of public procurement.

9 Bid submission form (correctly filled in, signed and stamped)

10 Bidder’s statement regarding guarantees (signed and stamped)

11 Bidder’s/subcontractor’s data sheet (correctly filled in, signed and stamped)

12 Model contract (data from the bid filled in, stamped and signed)

13 Price structure form (correctly filled in, signed and stamped)

Place and date: Seal Bidder’s signature

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4.2 INSTRUCTIONS ON HOW TO PROVE QUALIFICATIONS

1) The bidder shall enclose to its bid the following evidences (Article 45 of the Law on Public

Procurement) to prove that it fulfills the requirements referred to in Article 44 of the Law on Public

Procurement:

Certificate of the register of companies

Deed of foundation

Certificate issued by a competent body that in the two years period prior to announcing the

public invitation the bidder was not convicted by a finally binding court judgment or

administrative measure prohibiting it to perform the activity which is the object of the

public procurement.

A certificate issued by the competent tax agency of the state where bidder’s legal residence

is located evidencing that the bidder has settled due taxes, contributions and other forms

of public taxation in accordance with the regulation of the state where its legal residence is

located.

The fulfillment of the requirement that the bidder possesses necessary financial and

business capacity, as well as sufficient technical capacity and sufficient capacity in terms of

personnel is to be proved by enclosing the following evidences to the bid:

- (financial capacity)

Evidence: auditor’s report to the financial statements for 2008, 2009 and 2010

- (business capacity)

Evidence: if the bidder is the producer of the machine – bidder’s statement

stamped and signed by an authorized person of the bidder confirming, under penalty, that the

bidder is the producer of the machine, or

If the bidder is authorized by the machine producer for the sale of the machine – photo-copy

of the contract between the machine producer and the distributor.

- (technical capacity)

Evidence: bidder’s statement (stamped and signed by an authorized signatory) confirming

under penalty that at the moment of submission of the bid it possesses/uses adequate

business and storage premises.

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- (capacity in terms of personnel)

Evidence: bidder’s statement (stamped and signed by authorized signatory) confirming

under penalty that since the time before the announcement of the public invitation the

bidder has been employing minimum two employees working on jobs directly associated

with the object of public procurement.

2) Additional notes

- Evidences proving the fulfillment of requirements from Article 44 of the Law on

Public Procurement may be submitted in not-certified copies.

- The bidder whose bid has been evaluated as the most advantageous one will be

obliged to submit the original of the evidence or a certified copy thereof within

three days after being invited by the orderer to do so.

- If the bidder whose bid has been evaluated as the most advantageous one does not

submit the original or a certified copy of the evidence within three days after being

invited to do so, its bid will be rejected as incorrect one.

- The evidence - certificate issued by a competent body that the bidder was not

convicted has to bear a date later than the date of publishing of the public invitation

to bid.

- Evidence - certificate issued by the competent tax agency may bear a date earlier

than the date of publishing the public invitation to submit applications but not

earlier than six month before the date of the publishing of the public invitation.

- If the bidder’s legal residence is located in another state the orderer may check

whether the documents with which the bidder proves that he fulfills the

requirements of the tender have been issued by the competent agency of the state in

question.

- If the competent agencies of the state where the legal residence of the bidder is

located do not issue the certificates referred to in Article 45 of the Law on Public

Procurement as evidences, the bidder may submit a written statement instead,

certified by the competent agency of the state where his legal residence is located,

taking full criminal and material responsibility for it.

22

The bidder shall be obliged to forward without delay the notification to the orderer, in writing, and

within a five day time limit from the day of a change taking place in any of the data, at the latest, of

any such change, together with the corresponding documentation, as prescribed, in a sealed

envelope marked with “Procedure of public procurement (03/19) – card mailing system off line”.

5. MODEL CONTRACT

The bidder has to fill out the model contract contained in the tender documentation in accordance

with the bid, sign it and stamp it confirming thereby its agreement with the contents of the model

contract.

If the bid is submitted by a group of bidders the model contract shall be filled out, signed and

stamped by all bidders from the group of bidders or by the authorized representative of the group

of bidders.

If a joint bid is submitted all bidders forming the group of bidders must be indicated in the model

contract.

23

MODEL CONTRACT

National Bank of Serbia – Institute for Manufacturing Banknotes and Coins, Topcider, Belgrade, 2

Pionirska Street, (hereinafter referred to as the Buyer) represented by Mr. Milovan Ignjatovic,

Director General,

and

__________________________________________________________________________

(hereinafter referred to as the Seller) represented by _________________________ (name and title)

have concluded this

C O N T R A C T

Article 1

Subject of the Contract

The subject of this Contract is the purchase of card mailing system off line (hereinafter referred to

as the Equipment) in accordance with Seller’s offer No _______ dated ____________ and technical

specifications as referred to in the tender documentation for public procurement of goods (registry

number 03/19) making component parts hereof.

24

Article 2

Packing

The Seller shall provide such packing that will prevent damage or deterioration of the Equipment

during transport and transit to the final destination, as indicated in the Contract. The packing shall

be sufficient to withstand, without limitation, rough handling during transit or transportation.

Article 3

Delivery

Delivery of the Equipment shall be made by truck DAP Belgrade (Incoterms 2010) to Buyer’s

address 2 Pionirska Street (hereinafter referred to as the place of destination).

The Seller undertakes to deliver the Equipment within _______ days after the signing of this Contract.

Article 4

Price and Payment Terms

The total price of the agreed Equipment as referred to in Article 1 hereof amounts

Euro _______________.

The Buyer shall pay to the Seller the agreed price in the amount of Euro ______________ within

_____________ days after the commissioning of the Equipment against presentation of Seller’s invoice.

Alternatively in case when an advance payment is required:

Within 10 days after the receipt of a proforma invoice for advance payment and an advance

payment guarantee the Buyer shall pay to the Seller an advance payment in the amount of

Euro _____________________ and the balance payment will be effected within ___________ days after the

commissioning of the Equipment against presentation of Seller’s invoice.

Within 15 days after the contract conclusion the Seller shall furnish to the Buyer an irrevocable

advance payment bank guarantee covering the amount of the requested advance payment. The

advance payment guarantee shall be issued by a first class bank acceptable to the Buyer, payable on

first demand and with the validity term 30 days after expiry of the deadline for delivery of the

Equipment. The furnishing of the advance payment guarantee is a pre-condition to Buyer’s

payment in advance.

25

The agreed price is firm and will not be subject to change during the effective term of this Contract.

The agreed price shall include the installation and commissioning of the supplied equipment, as

well as a five days training for two system operators, one programmer for the work on developer

tools, one mechanical engineer and one electronics engineer.

Article 5

Shipping documents

The documents to be provided by the Seller to the Buyer upon delivery are the following:

- Commercial invoice (one original and two copies)

- International consignment note CMR (one original and two copies)

- Packing list (one original and two copies)

- Operators manuals in English language

- Safe work instructions in Serbian language

- Spare parts catalogue

Article 6

Penalty for delivery delay

In case of delivery delay the Seller shall pay a penalty for each day of delay to the Buyer amounting

to 1 % of the value of the delayed supply, in aggregate however not more than 10% thereof.

Article 7

Acceptance of the Equipment

Buyer shall be deemed to have accepted the Equipment when the Acceptance Certificate is signed

by the authorized representatives of the Buyer and of the Seller, as a document, which verifies that

the contracted Equipment has been delivered and installed in Buyer’s production facility and put

into operation by Seller’s authorized representative.

Title to the Equipment shall not pass to the Buyer until the purchase price for the Equipment has

been paid in full.

26

Article 8

Third party claims

The Seller must deliver the Equipment which is free from any right or claim of a third party. If the

supplied Equipment is encumbered by any right or claim of a third party which excludes, reduces or

restricts the Buyer’s right to keep the Equipment, utilize it and dispose of it, the Seller shall be

bound to compensate the Buyer for all damages suffered by the Buyer because of that.

Article 9

Performance Security

Within 15 days of the date of contract conclusion the Seller shall furnish to the Buyer the

performance security in the amount of 10% of the contract value. The performance security shall

be in the form of an irrevocable unconditional bank guarantee payable on first demand, waiving any

objection right by the guarantee issuer, issued by a reputable bank acceptable to the Buyer and

with validity term 30 days after the expiry of the warranty period for the supplied Equipment.

Article 10

Warranty

The Seller warrants that the Equipment shall have no defects arising from material or workmanship or

any Seller’s i.e. manufacturer’s act or omission, which may be revealed under normal use of the supplied

Equipment.

The warranty period is ______________ months from the date the Equipment was installed and put into

operation.

The Buyer shall immediately notify the Seller in writing of any claims under this warranty. Within 7 days

after the receipt of such notification the Seller shall, at its option, replace or repair the Equipment or the

parts of the Equipment free of charge and install them at its own cost.

The warranty shall not apply to defects resulting from ordinary wear and tear or misuse of the

Equipment.

The Seller shall also be bound to provide spare parts beyond the warranty period i.e. for _______ years

after expiry of such period.

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Article 11

Contract termination

Either party may terminate the Contract if contractual obligations are not performed. The failure to

perform contractual obligations exists: when an obligation under the Contract is not performed,

when it is partly performed and when it is performed but not in the way as stipulated in the

Contract.

If either of the parties fails to perform any of its obligations under the Contract, the other party shall

grant to non-performing party an additional period of 30 days for performance of its contractual

obligation. If this additionally granted period elapses without performance, the other party may

terminate the Contract. Notification on contract termination has to be given in writing and sent to

the other party without any delay and in such a way which provides evidence that it was sent.

Contract termination does not affect the Buyer’s right to claim damage compensation or any other

right accrued to the Buyer due to a breach of the contract by the Seller.

Article 12

Force Majeure

If one of the parties is rendered unable to perform its obligations under this Contract as the result

of occurrence of an event for which it is not responsible and which is beyond its control and was

not foreseeable at the time of contract conclusion (Force Majeure), the affected party will be

released from the liability for non-performance of its contractual obligations. Such release from

liability will become effective from the moment when the inability to perform occurs.

The affected party shall, without any delay, give notice to the other party of its inability to perform,

indicating the reasons for such inability. If the other party does not receive such notice within a

reasonable period of time, the affected party shall be liable for any damage caused by its failure to

give the notice as due.

If the inability to perform is of a temporary character, the release from the performance of

contractual obligations will be effective only until the cessation of circumstances causing the

inability to perform.

If the inability to perform continues for a period longer than 30 days, the other party may rescind

the Contract. The party that rescinds the Contract shall notify the affected party of Contract

termination. Such notification on contract termination has to be given in writing and sent to the

other party without any delay and in a way which provides evidence that it was sent.

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Article 13

Assignment of contract

Neither party shall assign or otherwise transfer this Contract or any of its rights nor obligations under

this Contract to a third party, except with the prior express written authorization of the other party.

Article 14

Confidentiality obligation

The parties are bound to maintain confidentiality in respect of to this Contract and all its provisions, the

component parts of the Contract and the accompanying documentation, as well as all data and/or

information about the other party obtained during the negotiation, conclusion or execution of this

Contract and not to communicate or in any way disclose them, without prior written consent of the

other party, to any person.

Article 15

Right to damages

Any non-performance gives the other party right to damages either exclusively or in conjunction

with any other remedies specified in this Contract, except in case of force majeure.

The non-performing party shall be liable only for loss which it foresaw or could reasonably have

foreseen at the time of conclusion of this Contract as a likely result of its non-performance, unless

the non-performance was intentional or grossly negligent.

The non-performing party shall not be liable for loss suffered by the aggrieved party to the extent

that the aggrieved party contributed to the non-performance or its effects.

The non-performing party shall not be liable for loss suffered by the aggrieved party to the extent

that the aggrieved party could have reduced the loss by taking reasonable steps.

The aggrieved party is entitled to recover any expenses reasonably incurred in attempting to

reduce the loss.

29

Article 16

Severability clause

If any individual provision or any part of any provision be declared void under the applicable law, it

will not invalidate the contract as a whole, unless the deletion of such invalid provision would

result in a change of the fundamental nature of the contract.

In case of invalidity of any contract provision, the contract parties will make best efforts to replace

the invalid provision by a provision that is valid under the applicable law and that is coming as

close as possible to the intention of the contract parties as expressed herein.

Article 17

Written form clause

The terms and conditions set down herein cover the entire content of this Contract and no verbal sub-

agreements or supplements hereto exist.

No variations in or modifications of this Contract shall be made except by written amendment signed by

the Parties.

Article 18

Authorization to represent

The parties represent and warrant to each other that this contract will be signed on their behalf by their

authorized representatives.

Non-existence of, or an defect or limitation in the authorization of the representative of either party to

sign this Contract on its behalf, gives the right to the other party to claim compensation for any damage

suffered by it due to non-existence of such authorization, or a defect or a limitation therein.

30

Article 19

Resolution of dispute

Any dispute, controversy or claim arising out of or relating to this Contract, including its conclusion,

interpretation, performance, breach, termination or invalidity, shall be finally settled under the

Rules of International Court of Arbitration of International Chamber of Commerce (ICC) by three

arbitrators appointed in accordance with the said Rules. The place of arbitration shall be Vienna.

Article 20

Applicable law

Questions relating to this Contract which are not settled by the provisions contained in the Contract

itself shall be governed by the United Nations Convention on Contracts for the International Sale of

Goods (CISG). Questions not covered by the CISG shall be governed by the Swiss Code of

Obligations.

Article 21

This Contract is made in 4 (four) identical copies in English language, of which two (2) copies are

intended for each party.

Seller: Buyer:

_____________________ ___________________________

Milovan Ignjatovic

_______________________ 2012 Belgrade, _____________ 2012

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TECHNICAL SPECIFICATIONS

For public procurement of goods – card mailing system off line including installation,

commissioning, training for two system operators, one programmer for the work on developer tools,

one mechanical engineer and one electronics engineer

- Software Development Kit that enables matching of cards and data (card body,

contact chip and contactless chip, magnetic stripe, OCR, text, barcode)

- Printing of carriers for personalized cards, card sticking, folding and mailing

(enveloping)

- Enveloping of personalized cards already stuck on the carrier

- Automatic matching and enveloping of 1000 – 2000 carrier stuck cards per hour

- Software adjustment of card position on the carrier.

- Possibility of double-sided carrier printing.

- Enveloping of personalized PINs (A4 and 1/3 A4 form) into appropriate envelopes

- Possibility of work with different paper weight and formats as well as with different

formats of paper (carrier) folding (C, Z,½ as well as open (not folded) carriers)

- Possibility of positioning up to 2 (two) cards on different positions on the same

carrier.

- Matching of appropriate carrier with the cards regardless of it whether they are

magnetic cards, cards with contact or contactless chips or cards without magnetic

stripe or without chip.

- Automatic registration and software display of unmatched cards and carriers.

- Counter of envelopes with packed cards i.e. PINs.

32

7. PRICE STRUCTURE FORM

Place and date Seal Bidder’s signature

__________________ ___________________

Description Price % participation

in the price

1 Total price of the machine

2 Installation and training costs

3 Related costs for delivery DAP Belgrade

4 Total price from the bid 100%

33

8. FORM OF BIDDER’S STATEMENT ON FINANCIAL SECURITY INSTRUMENTS

S T A T E M E N T

ON FINANCIAL SECURITY INSTRUMENTS

I hereby undertake to furnish to the Orderer the Performance Security in an amount of 10% of the

value of the Contract within 7 days of the Contract signing. The Performance Security shall be valid

for the period of at least 30 days after the expiry of the contractual obligations (including warranty

obligation);

and ( in case when an advance payment is requested)

I hereby also undertake to furnish an irrevocable advance payment bank guarantee payable at first

demand and covering the total amount of the requested advance payment, within 7 days of the

Contract signing. The Advance Payment Guarantee has to be issued by a bank acceptable to the

Orderer.

Place and date Seal Bidder’s signature

___________________ __________________

34

9. BIDDER’S DATA SHEET

Bidder’s name:

Bidder’s address:

Contact person:

e-mail:

Phone:

Telefax:

Tax identification number:

Corporate number of company:

Activity code:

Account number:

Authorized contract signatory:

Place and date: Seal Bidder’s signature:

35

9.a.SUBCONTRACTOR’S DATA SHEET

Subcontractor’s name:

Subcontractor’s address:

Contact person:

e-mail:

Phone:

Telefax:

Tax identification number:

Corporate number of company:

Activity code:

Account number:

Place and date: Seal Bidder’s signature:

36

11. FORM OF THE STATEMENT ON TECHNICL CAPACITY

STATEMENT

I hereby declare, under penalty, that the company ______________ possesses the required

technical capacity i.e. that at the moment of submission of the bid it possesses/uses adequate

business and storage premises.

Date Seal Bidder’s signature

37

12. FORM OF THE STATEMENT ON TECHNICAL CAPACIITY IN TERMS OF PERSONNEL

STATEMENT

I hereby declare, under penalty, that since the time before the announcement of the public

invitation the company ______________________ has been employing minimum 2 employees

working on jobs directly associated with the object of public procurement.

Place and date: Seal Bidder’s signature

38

13 FORM OF BIDDER’S STATEMENT REGARDING ITS FULFILMENT OF CONTRACTUAL

OBLIGATIONS UNDER EARLIER AWARDED CONTRACTS

S T A T E M E N T

I hereby declare under penalty that we have duly fulfilled contractual obligations under earlier

awarded contracts of public procurement.

Date Seal Bidder’s signature

_________________ _______________________