Professional Documents
Culture Documents
Purchasing documentation on
Yerevan
2012
1
Documentation on Open RFQ
November 08, 2012
Contents
1. General Provisions.............................................................................................................3
1.1. General information on Request for Quotations..........................................................3
1.2. Legal status of procedures and documents................................................................3
1.3. Other provisions...........................................................................................................4
2. Subject of RFQ..................................................................................................................5
2.2 Additional demands for products (if there are additional works subject to fulfillment,
or there are additional demands or compliance documents are required)..................5
2.2.1 Lot 1. Media planning and buying for TV advertisement...........................................5
2.2.2 Lot 2. Media planning and buying for Radio advertisement......................................7
2.2.3 Lot 3. Media planning and buying for On line advertisement...................................8
3. Order of execution of Request for Quotations............................................................10
3.1. Preparation of Quotations..........................................................................................10
3.2. Requirements to Applicants. Approval of compliance with the presented
requirements..............................................................................................................11
3.3. Submission and acceptance of Quotations...............................................................11
3.4. Decision-making........................................................................................................13
3.5. Agreement conclusion...............................................................................................13
3.6. Notification of Applicants about the results of Request for Quotations.....................13
4. Samples of standard forms of documents, included in the Annex...........................14
4.1. Letter about offer submission (Form 1).....................................................................14
4.2. Applicants Questionnaire (Form 2)...........................................................................16
4.3. Applicants Work History Reference List (Form 3).....................................................18
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Documentation on Open RFQ
November 08, 2012
1. General Provisions
1.1.1. K-Telecom CJSC (legal address: 4/1 Argishti str., Yerevan, Armenia),
(hereinafter referred to as the Organizer), with the public notification posted on its
website at www.mts.am/procurement on conducting Open Request for Quotations,
has invited agencies specialized in media buying, planning and post-campaign
analysis (hereinafter referred to as the Applicants) for submission of Proposals with
the right to conclude agreement on Media buying, planning and post-campaign
analysis with K-Telecom CJSC for a period of one year.
1.2.1. The Open Request for Quotations (RFQ) is not a tender and the given
procedure of Open RFQ is also not considered as a public tender. It is a collection
of respective offers available in the market, as a result of which the best offer might
be accepted. The process of the Request for Quotations is not regulated by the
Articles 463-465, 1043-1044 of RA Civil Code and Law On Public Auctions.
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Documentation on Open RFQ
November 08, 2012
1.3.1. The Applicants independently incur the expenses with regard to the
preparation and submission of the Quotation, whereas the Organizer is not
responsible for those expenses and has no obligations regardless of the course and
results of the purchasing process.
1.3.2. The Organizer reserves the right to reject the Quotation if he/she ascertains
that the Applicant expressly or by implication gave, agreed to give or offered the
Organizers employee reward in any form: job, service, any value as a stimulus that
can influence the decision-making to define the best offer.
1.3.3. The Organizer reserves the right to cancel the purchasing process on
conducting an Open RFQ at least 3 days prior to the closing date of this Open RFQ
(as specified in item 3.3.3.), respectively notifying about it the Applicants via posting
of this information on www.mts.am/procurement webpage. The Organizer bears no
responsibility for the expenses incurred by the Applicants or Third Parties as a result
of such cancellation.
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Documentation on Open RFQ
November 08, 2012
2. Subject of RFQ
Lot 1 Media planning and buying for TV advertisement;
Lot 2 Media planning and buying for Radio advertisement;
Lot 3 Media planning and buying for Online advertisement.
2.2 Additional demands for products (if there are additional works subject to
fulfillment, or there are additional demands or compliance documents are
required)
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Documentation on Open RFQ
November 08, 2012
The agency shall provide with weekly, monthly, quarterly TV media reports for all
operators carrying out their activities in the Armenian market. Reports shall
include TRP, GRP, SOV/SOS, AMR, SHR, AFF, Reach, Channel mix (the list may
be changed as per the clients demand) with analytical graphics, assessments and
recommendations. All reports shall be provided in the template provided by the
client.
Target groups for the reports shall be mass market, business market, youth 14-24
and total 14-60:
The agency shall monitor and control media plans during running campaign on
weekly bases, compare monitoring reports with media plans and if there are any
missed or not fully broadcasted advertising spots, coordinate and require
compensation from the TV Channels.
Technical part
Analyzing and selecting communication vehicles (tactical media planning and
optimization)
Leveraging the purchasing power of the advertiser (negotiating and buying)
Presenting a detailed post-campaign analysis (training and sharing information, if
needed)
Ensure confidentiality of information exchanged
The only source for the requested reports shall be AGB Nielsen Armenia
For detailed technical specification please refer to Annex 1 Form B
Commercial part
Commission fee shall be paid separately to the agency.
Applicant shall present budget for media services and the rate for broadcasting
ads on Yerevan and regional TV channels without commission fees or additional
service payments (which shall be presented in the table indicated in Annex 1
Form A).
Applicants registered in the RA shall separately indicate the monthly fee for
services listed in Annex 1, Form B.
The price/rate for service provision shall be indicated in AMD, VAT excluded.
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Technical part
Analyzing and selecting communication vehicles
Leveraging the purchasing power of the advertiser (negotiating and buying)
Ensure confidentiality of information exchanged
For detailed technical specification please refer to Annex 2 Form B.
Commercial part
Commission fee shall be paid separately to the agency.
Applicant shall present rate for broadcasting ads on Yerevan and regional radio
stations (which shall be presented in the table indicated in Annex 2 Form A).
The price/rate for service provision shall be indicated in AMD, VAT excluded.
Payments shall be made according to monitoring reports (if available). 100%
within 10 banking days after submission of the final invoice and signing of
delivery-acceptance act.
The contract shall include data nondisclosure clause.
Technical part
Analyzing and selecting websites for the client
Leveraging the purchasing power of the advertiser (negotiating and buying)
Ensure confidentiality of information exchanged
For detailed technical specification please refer to Annex 3 Form B.
Commercial part
Commission fee shall be paid separately to the agency.
Applicant shall present the pricelist with the following information in accordance
with Annex 3 Form A.
The price/rate for service provision shall be indicated in AMD.
The following payment terms are recommended: 100% within 10 banking days
after submission of the final invoice and signing of delivery-acceptance act on
monthly basis.
The contract shall include data nondisclosure clause.
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3.1.2. The Applicant shall submit all documents in hard copies. The Applicant shall
also submit electronic version of the Quotation to procurement@mts.am e-mail
address before RFQ submission deadline. The electronic version of the file shall be
protected by password of at least 12 characters combined of letters, numbers,
symbols etc. The electronic version of the Quotation to be provided in Word or
Excel format with copy/paste option. The Quotation should be prepared in Armenian
(Armenian Unicode font to be used) and/or English The size of the one e-mail is
limited and cannot be more than 6 MB. The password of the Quotation shall be
enclosed in the envelope of the hard copy of the Quotation submitted to Organizer.
The Applicant bears responsibility for non-compliance to this request.
3.1.3. The Applicant is entitled to submit only one Quotation. In case of violation of
this rule, all Quotations of this Applicant are rejected without consideration of their
merits.
3.1.4. If there are multiple lots, the Participant prepares an individual Quotation for
each lot applied. All Quotations shall be filled in according to this purchasing
Documentation and have to be placed in different envelopes and shall be sealed
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Documentation on Open RFQ
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with the stamp of the Applicant. The lot numbers have to be specified on the
envelopes. Afterwards the envelopes have to be inserted into the envelope of the
Applicant.
3.1.7. Applicant shall provide one original Quotation in Armenian and/or English.
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__________________________________________________________________________
______________________________________
______________________________________
(Full business name of the Applicant and its mail address)
3.3.2. The Applicant shall submit all documents in hard copies either to the
Organizers location: K-Telecom CJSC (legal address: 4/1 Argishti str., Yerevan,
Armenia) or to the Courier Service before the deadline stipulated by item 3.3.3. of
this RFQ. In case of delivering the hard copy of the Quotation by Courier Service,
the Applicant should send the delivery related details (the Courier Companys name,
the Airway bill Number, or Tracking Number) to the procurement@mts.am e-mail.
3.4. Decision-making
3.4.1. At the closed executive session the Tender Committee established for RFQ
processes makes a decision on conducting additional stages, or on determination of
the best offer (based on price criteria) and Agreement conclusion, or about closing
the given procedure of RFQ without determination of any best offer, if none of the
Applicants meets the requirements of this procedure and/or RA legislation.
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Documentation on Open RFQ
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3.4.2. Under other equal conditions, the preference shall be given to the Applicant
presenting the best CSR activities throughout the last two years.
3.5.1. Agreement between Organizer and Applicant that provided best offer is
concluded within 30 days after the end of RFQ procedures and the execution of the
Protocol on its results, or within other time limits defined in RFQ or within the period
specified by the Organizer.
3.6.1. Organizer within five working days following the determination of the best
offer publishes the information about RFQ results on its website which indicates:
a) Title of the Applicant that provided the best offer;
b) Brief description of the subject, place, date and number of protocol of the
Tender Committee.
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Documentation on Open RFQ
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____________________
________________________
Dear Sirs!
Having studied the Notification on holding the Request for Quotations processes, which
has been published on K-Telecom CJSC website at www.mts.am/procurement on
dd/mm/yyyy and Documentation on the Request for Quotations on (Subject of
RFQ)___________, and accepting the requirements of the Request for Quotations ls
stipulated by them,
_______________________________________________________________________,
(Applicants full name with indication of organizational-legal form)
Registered at
_______________________________________________________________________,
(Applicants legal address)
This Quotation has legal status of offer and is valid at least 3 months from the date of its
submission.
This Quotation is complimented with the following documents, including the integral
annexes:
1. on ____ sheets;
2. Documents, which prove Applicants compliance with the established
requirements - on____ sheets;
____________________________________
(Signature, stamp)
____________________________________
(Full name and position of the Signatory)
End of form
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Documentation on Open RFQ
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The letter should be executed on Applicants official letterhead form. The date and number
should be indicated by the Applicant in the letter in accordance with the rules of document
flow established in its organization.
Applicant should indicate its full title (with indication of organizational-legal form) and legal
address.
Applicant should indicate the cost on provision of the works, goods or services in
figures and words, in AMD and/or US dollars, VAT inclusive, (The prices of implementation
of works, delivery of goods and provision of services shall be indicated in Annexes without
taxes, except for applicants working with simplified tax)
.
The letter should be signed and sealed according to requirements of sub-points 3.1.5.
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____________________________________
(Signature, stamp)
____________________________________
(Full name, position of the signatory)
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End of form
Date and number of Quotation are indicated by the Applicant in accordance with the letter
about offer submission.
Applicant indicates its business name (including its organizational-legal form) and address.
Applicants must fill in the above mentioned table in all positions. In case of absence of any
data, indicate the word none.
In row 6 Bank details are indicated the details, which will be used during Agreement
conclusion.
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November 08, 2012
Reference List
____________________________________
(Signature, stamp)
____________________________________
(Full name, position of the signatory)
End of form
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