Galati Urban Infrastructure Rehabilitation: Supply and Maintenance of Automated Fare Collection and Passenger Information and Fleet Management Systems to the City of Galati

Procurement ref:8682-IFT-46279

Country:Romania

Business sector:Municipal and environmental infrastructure

Project number:46279

Funding source:EBRD

Contract type:Project goods, works and services

Notice type:Invitation for tenders

Issue date:11 May 2017

Closing date:11 Jul 2017   at  12:30   Romanian time

Invitation for Tenders (IFT) -- First Stage

Romania

Supply and Maintenance of Automated Fare Collection and Passenger Information and Fleet Management Systems to the City of Galati

1011-IFT-46279

Galati Urban Infrastructure Rehabilitation Project

1. This Invitation for Tenders (IFT) follows the General Procurement Notice (GPN) for this project which was first published on the Procurement web site of the European Bank for Reconstruction and Development (the Bank) on 11 March 2017.
2. The Galati City Hall has applied for a loan from the European Bank for Reconstruction and Development toward the cost of Galati Urban Infrastructure Rehabilitation and it intends to use part of this loan to payments under the agreement(s) resulting from this IFT “Invitation for Tenders for the supply of Automated Fare Collection (AFC) and Passenger Information/Fleet Management (PI/FM[1]) Systems to the City of Galati” (two lots). Tender will be governed by the EBRD’s rules and procedures.
3. The Galati City Hall also serves as the implementing agency for the project and now invites sealed tenders from eligible Tenderers for the supply of AFC and PI/FM systems, including installation, integration and provision of training and technical support during the start-up.

The Design, Build, Operate and Maintain contract setup is envisaged for the project. Under the option, the whole of fare collection and passenger information is outsourced to third party suppliers, operating either as single companies or as a group of companies under a Joint Venture (“JV”) arrangement.

The suppliers will be responsible for interpreting the Terms of Reference to produce a technically compliant bid for the system, based on which, the contractor will design, build, and maintain the systems for the CoG, and provide support and training to the CoG during the period of 5 years as a minimum. The supplier will carry all the financial and operational risk of delivering the contracted scope.

The responsibility of the Galati City Hall is to draw up the tender, run the tender process and select a supplier.  During the build-and-operate phase, the CoG will monitor progress and operation through regular reviews to check the effectiveness of the supplier’s delivery.

The two systems comprise of the following building blocks:

AFC system

• Distribution channels, comprising of online shops for ticket sales and distribution, mobile application for ticket distribution and emulation, third party retail network (50 nos), Transurb POS equipment (25 nos), off-board ticket dispensers (65 nos), and ticket vending machines (“TVM”, 20 nos).
• Fare media, comprising of printed barcodes for single tickets and contactless smartcard for season and concession fares.
• On-board validation equipment for buses (396 nos), trolleybuses (81 nos), and trams (nos 180) that (1) is compliant with the fare media technologies and (2) reflects the vehicle type.
• Inspection equipment (50 nos) compliant with the fare media technologies.
• Core-ticketing system in back-office, incorporating (1) operator clearing and settlement, (2) account based ticketing management, and (3) revenue control, reporting and monitoring.

PI/FM system:

• On-board PI/FM data consoles (217 nos).
• Station equipment for Passenger Information (96 nos).
• Passenger counting equipment for buses (100 nos).   
• Core PI/FM system in back office.

4. Tender will be conducted using the Open Tender procedures specified in the EBRD’s Procurement Policies and Rules (PPR) and is open to all eligible Tenderers as per the PPR paragraph 2.6 and 2.7 that meet the minimum qualification criteria in each of the following categories, as specified in the Annex to the Tender Data Sheet:

• Eligibility,
• History of events of default;
• Financial situation;
• Experience;
• Personnel.

5. Interested eligible Tenderers may obtain further information from the City Hall’s nominated contact person below and inspect the tender documents at the address given below from 09:00 to 16:00 hours.
6. The interested Tenderers are invited to contact City of Galati on contact details provided below at clause 8. A complete set of the tender documents in English will be sent to the interested Tenderers by e-mail. A pre-tender meeting which tenderers may attend will be held on 12^th of June 2017.
7. A two-stage tender process will be used which will proceed as follows:

(a)        The first stage tender will consist of a technical tender only, without any reference to prices, but including a list of any deviations to the technical and commercial conditions set forth in the tender documents and/or adding any alternative technical solutions a Tenderer wishes to offer, and a justification therefor, always provided that such deviations or alternative solutions do not change the essential requirements specified in the tender documents.  Following the evaluation of first stage tenders, a Tenderer that adequately meets the minimum acceptable qualification criteria and has submitted a  sufficiently technically responsive tender may be invited to attend a clarification meeting(s), during which the Tenderer’s tender will be reviewed.  Any required tender-specific changes, additions, deletions and other adjustments will be noted and recorded in a memorandum, or, if amendments are of a general nature, will be promulgated via an addendum to the tender documents.  Tenderers may not be invited to submit second stage tenders, if their first stage tenders contain departures from the requirements in such numbers or of such nature that making the tenders fully responsive in the remaining time for the two-stage process cannot reasonably be expected.  All other suitably qualified and eligible Tenderers, however, shall receive invitations to submit second stage tenders.

(b)        The second stage tender will consist of: (i), the updated technical tender incorporating all changes required as recorded in the tenderer-specific memorandum, and/or as necessary to reflect any Addenda to the tender documents issued subsequent to the first tender-stage; and (ii), the commercial tender.

8. First stage tenders must be delivered to the address below at or before 12:00 on 11^th of July 2017. Late tenders will be rejected.  First stage tenders will be opened in the presence of the Tenderers’ representatives who choose to attend at the address below at 12:30 on 11^th of July 2017.

Mr. Moldoveanu Virgil, Galati City Hall

Address: 38 Domneasca Street, Galati County, ZIP 800008

E-mail: moldoveanu.virgil@primariagalati.ro

Phone: +40.236.307.722

Fax: +40.236.307.720