SUNSET GARDENS

CITRUS GARDENS DEVELOPMENT LTD

SUNSET GARDENS DEVELOPMENT

PHASE 1 /LIMASSOL

ALUMINUM WORKS MATERIAL SUPPLY

SEP, 2020
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CITRUS GARDENS DEVELOPMENT LTD

SUNSET GARDENS DEVELOPMENT

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INDEX

VOLUME A - INSTRUCTIONS TO TENDERERS, FORM OF TENDER AND

TENDER ANALYSIS
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VOLUME A

INSTRUCTIONS TO TENDERERS
FORM OF TENDER AND
TENDER ANALYSIS
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VOLUME A
INDEX

DESCRIPTION PAGE

• Certificates and other documents to be submitted I

• Instructions to tenderers 1-5

• Form of tender S-1 – S-2

• Appendix A S-3

• Supplements 1-3 S-4 / S-6

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Certificates and other documents to be submitted

Α/Α
Description Submitted ✓
1 Projects list carried out the last five years

2 For every system offered in the tender, manufacturers catalogues

shall be submitted together with technical leaflets numbered with
the same number which appears in the catalogue
.

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INSTRUCTIONS TO TENDERERS

Tender documents 1. Each Tenderer is provided with the following documents:

(a) Volume A containing the Instructions to Tenderers, the

Form of Tender, the Appendices and Supplements

(b) All other documents indicated in doc no SUN-01-G-902-

004M Aluminum Tender Documents.

All tender documents and all information and details contained

therein shall be treated as private and confidential and shall
not be handed over to third parties except in so far as it is
necessary for the preparation and submission of this tender.
If any firm, after receipt of the Tender Documents, decides not
to submit a Tender, shall so notify the Employer as soon as
possible and before the time and date set for submission of
the Tenders. .

Documents to be submitted
2. The tenderers shall thoroughly and attentively examine all
tender documents and ensure that they are fully aware of all
responsibilities, duties, obligations, and restrictions that are
imposed in this Subcontract and
(a) shall price and complete all sections of the documents
included in Volume A, as below:
a. Supply Only of Aluminium Material required to
fabricate the items mentioned in the BOQ’s
b. Price shall include the wastage expected
during the fabrication
c. Price shall include all required accessories
(e.g ironmongery, rubber gaskets)
d. Glazing cost to be excluded
(b) shall complete and sign the Form of Tender and all
Appendices as required and provide their tender by
email ONLY at tenders@sunset-gardens.com.

Tenderers shall be submitted electronically ONLY to

Place and time of tender 3.
tenders@sunset-gardens.com
submission
This email shall have as attachments the Priced documents
both in native form and in pdf (signed) form and all other
tender documents can be provided through a weblink that is
indicated in the same email
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Tender shall be submitted on or before 4.00 pm of Monday,

21st of September 2020.

Any tenders submitted after the above mentioned time and

date, will not be accepted and will be rejected.

Tender bond guarantee 4. Not Applicable

Rejection of tenders 5. In addition to the requirements of the foregoing paragraphs,

any Tenders that are found to be incomplete or partially
completed or illegible and obscure shall be rejected. Also
Tenders that are not accompanied by the specified tender
bond guarantee or contain any qualifications or conditions in
addition to the specified terms shall be rejected.

Additions, modifications, 6. In case of doubt or obscurity as to the meaning or

clarifications interpretation of the tender documents or any part thereof or
as to anything to be done or not by the Contractor or as to
these instructions or as to any other matters the tenderers may
send a written request to the Employer for an interpretation not
later than 7 days before the date of submission of the tenders.
Any explanation, interpretation or clarifications to any of the
tender documents shall be made only in the form of a formal
addenda duly issued by the Employer at least 4 days prior to
the submission date to all recipients of the tender documents.
The Employer will not be responsible nor bound by any
explanations, clarifications or interpretations other than those
contained in formal addenda.
Requests for interpretation shall be made only electronically to
email queries@sunset-gardens.com

Site inspection 7. Not Applicable

Laws and regulations
8. The contract terms require that the successful Tenderer shall
carry out the contract works fully in accordance to the relevant
Laws and Regulations of the Republic of Cyprus and he is
advised to acquaint himself to their full extent particularly with
respect to his work people and the suitability of all plant and/or
materials to be used in the contract.

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Validity of the Tender
Tender acceptance
Letter of Intent
Performance Security
Tender expenses
Warranty
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9. The Tenders shall remain valid for a period of 180 days from
the date set for the submission of tenders or any extension
thereto. The Tenderers will not have any right to alter, modify
or withdraw his tender after its submission. Throughout the
tender validity period, the Tenderers may not withdraw or bring
about any amendments and/or corrections to their Tender
unless they are instructed in writing by the Employer.
10. The Employer is not bound to accept the lowest or any other
Tender. The acceptance of the Tender will be affected within
the tender validity period specified after tender submission.
The Employer is not bound to give any reason for the rejection
of any tender.
11. Prior to award the contract, the Employer will send to the
successful Tenderer a Letter of Intent.
Such notification shall not result in any legal liability between
the parties to the proposed Contract. The legal liability of the
parties shall only commence on either of:
(i) the signing of the Contract Agreement by the parties to
the Contract
(ii) the issue by the Main Contractor to the successful
tenderer of a Letter of Acceptance of Contract, which
will be sent by fax and/or post and/or email.
12. The successful Tenderer shall provide a separate irrevocable
and unconditional Performance Security from bank authorized
by Central Bank Of Cyprus, to operate in Cyprus, 10% of the
total contract value. The performance security bond refers to
supply contract and shall be remained valid and enforceable
until he receives the Subcontract Performance Certificate. The
date of the Subcontract Performance Certificated shall be the
date stated in the Performance Certificate issued by the
Engineer under the Main Contract.
13. The Tenderers shall prepare their tenders at their own
expense and the Employer shall not be held liable for any
costs, expenses or losses suffered by the Tenderers in this
respect.
14. The successful Tenderer shall warrant and indemnify the
Employer against the cost of making good, rectifying and/or
replacing without cost to the Employer and to the satisfaction
of the Engineer all materials damaged prior to the delivery and
handover. The warranty period shall be for 2 years from the
date the interim taking over certificate is issued. The warranty
shall apply to all component parts and materials supplied
under the contract without any restriction and shall be replaced
without any cost to the Employer.
The warranty period shall be renewed for a further 1 year in
case of any replacements from the date such replacement is
made.
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Fixed price tenders
Custom duties and other charges
Technical Information
Form of Subcontract
Health and Safety
Errors and Omissions in the
tenders
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15. The Tender shall be for a firm price contract and no
adjustments whatsoever will be made in respect of any rise or
fall in the costs of labour and/or materials or any changes in
customs duties or currency exchange rates or any other
matters affecting the cost of execution of the contract works
including without limitation those that may arise from any
statutory powers, decrees or laws and any other act that might
be described as force majeure if such an act took place
outside Cyprus.
The prices quoted in the Tender shall be considered inclusive
and shall be deemed to cover all expenses of the tenderers in
the performance of the Contract such as labour, preparation of
working drawings, materials, waste, Employer's contributions,
Union contributions, overheads, profit, freight insurance, off-
loading and handling for the delivery of materials to the site,
etc and comply with the current Working Rule Agreements
agreed with the relevant unions.
The tender shall exclude Value Added Tax.
The Tenderer acknowledges that the Employer has the right to
award the complete or part of the scope of works included in
the Tender Documents, with the same rates provided.
16. The Tender shall be inclusive of all expenses such as landing
charges, wastages, storage charges, harbour and port dues,
pilotage etc in connection with landing and clearing from
customs for the equipment and other accessories imported to
Cyprus for the purpose of the contract.
17. The Tender is to be accompanied by a list indicating clearly
the catalogue number and type of various items of plant and
materials which are offered. Engineering catalogues, detailed
description and technical data of all items offered shall also be
submitted.
18. The works shall be carried out as a Nominated Sub-contract to
the Main Contract of the works. The form of the Subcontract is
the FIDIC “Conditions of SubContract for Construction 2011”
with Contract Particulars. The Tender will be deemed to cover
the cost for complying with the clauses contained therein.
19. Not Applicable
20. The Employer does not accept any responsibility for the
arithmetical or other accuracy of the Tenders. However, the
tender analysis, as this is included in the analytical breakdown
shall be examined prior to signing of the Sub-Contract in order
to detect any errors. Should any arithmetical errors be found
upon examination of the tenders such errors shall be corrected
and suitable adjustments made as the Employer shall
determine appropriate so that the total amount of the Tender
Value remains unaltered.
The Tenderer shall be notified of such arithmetical
adjustments if his Tender is under consideration for
acceptance by the Employer.
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Advance Payment
Collection of Information
Language
Overall Project Duration
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The Employer also reserves the right, where certain unit rates
for additions or deductions are considered to be too high or too
low to ask the Tenderer to reconsider such rates before his
Tender is accepted.
21. After the execution of a special bond of guarantee for this
purpose in the name of the Employer, the Sub-Contractor shall
be paid an agreed percentage of the Accepted Contract Price
in advance and on account of the sub-contract to be used
exclusively for the purchase of equipment and materials for
incorporation into the permanent works under the Sub-
Contract.
The above amount will be paid only after the submission of the
guarantee.
The advance payment shall be deducted periodically from the
certificates for payment issued and proportionally to the total
value of materials on site at the time of issue of each
certificate for payment.
22. It is the tenderers' responsibility to inform themselves of all
aspects of the Project and collect all necessary information for
the submission of their Tender. The tenderers shall not be
entitled to claim at any time after the submission of their tender
for expenses incurred as a result of any misunderstanding
and/or lack of knowledge with regard to their obligations.
No verbal agreement or conversation with any officer, agent or
any other organisation retained by the Employer either from
before or after the submission of the Tender shall affect or
modify any of the terms or obligations therein contained.
23 The Contract language shall be English. All correspondence
shall be conducted in the English language. Where there is a
discrepancy in these Documents between the English wording
and the Greek wording, the English shall prevail.
24. The Overall Project Duration will be 18months with 2 handover
milestones as stated below
a. Part A including STP
17months from the Commencement Date
b. Part B
18months from the Commencement Date
Parts A&B are indicated in Drawing SUN-01-C-701-002 -
Phase 1 Taking Over Parts
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FORM OF TENDER

Tenderers are required to fill up all the blank spaces in this Form of Tender.

To: ............................................................................................................................................................................

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

Gentlemen,

I/We, the undersigned, having examined the drawings, specifications, conditions of contract, and other tender
documents hereby offer and undertake to carry out, complete and maintain the works shown, described, or
referred to therein for the sum of:-

(In words) .......................................................................................................................................................

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

(In figures) € ...................................................................................................................................................

(excluding the Value Added Tax)

I/We also undertake, if my/our tender is accepted, to commence works within 14 days from the Issue of the
Main Contractors letter of Acceptance and to complete the Works as stated in the Contract clause 8.

I/We have considered Appendix A and have completed and signed all Supplements to this Form of Tender.

lf my/our tender is accepted, I/we will obtain the irrevocable Performance Security of a bank (to be approved) to
be jointly and severally bound with us to the Main Contractor in a sum of 10% of the Sub-Contract Sum for the
due performance of the sub-contract under the terms of a security bond guarantee of guarantee to be
approved by the Employer.

If my/our tender is accepted, I/We undertake to liaise and co-ordinate with the Main Contractor and other sub-
contractors working on the site and amend my/our programme, which shall be subject to the approval of the
Engineer, to achieve satisfactory delivery of materials.

I/We enclose all documents in accordance to the Instructions to Tenderers.

I/We understand that this tender is made at my/our expense and that neither the lowest nor any other tender
will necessarily be accepted.

I/We agree to abide by this tender for the period of 180 days from the date fixed for receiving same and it shall
remain binding upon us and may be accepted at any time before the expiration of that period.

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I/We agree that unless and until formal articles of agreement have been executed, this tender together with
your written acceptance thereof shall constitute a contract.

Dated this ............................…........ (day) of ..........…….…………(month)……………............(year)

Signature ...................................................................................................………….................

in the capacity of ...........................................................................................….........................

duly authorized to sign tenders for ............................................................................................

Address ......................................................................................................…………...............

....................................................................................................……………………..................

Telephone No.....................……............ Telefax No. ..............……………....…............

Witness Signature ...................................................................................................................

Witness Name ......................................................................................................…...............

Occupation ............................................................................................................….…….......

* to be deleted as applicable

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APPENDIX 'A' - CONTRACT PARTICULARS APPLICABLE TO THE SUB-CONTRACT

1. Insurance cover for any one

occurrence or series of occurrences
arising out of one event (minimum
amount of third party insurance) Not applicable

2. Insurance of the works against Not applicable

fire, etc

3. Any other insurance, apart from items 1&2 above, required Applicable
by the Cyprus law

4. Defects Liability Period (from the day named

in the Certificate of Practical Completion of the main
contract works) Not applicable

5. Date for Delivery As per program of Main Contractor

6. Liquidated and Ascertained Damages TO BE ADVICED

7. Period of interim certificates

(if none stated is one month) One month

8. Period for honouring certificates As per FIDIC Subcontractor

Conditions of Contract

9. Percentage of certified value Not Applicable

retained

10. Limit of retention fund Not applicable

11. Amount retained for payment at final delivery

of possession or final completion Not applicable

12. Performance Security bond 10% of the sub-contract sum

13. Advance Payment % to be agreed, of the sub-contract sum

of an equivalent Bank Guarantee
issued in the name of the Employer

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SUPPLEMENT 1

(To be completed and submitted with the tender)

DECLARATION OF EXPERIENCE IN SIMILAR PROJECTS

The tenderer will declare here below his previous experience in work of similar nature.

Name of Project Kind of Work Amount of Date of Employer

Contract completion
euro €

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

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

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

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

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

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

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

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

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

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

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SUPPLEMENT 2

(To be completed and submitted with the tender)

DEVIATIONS FROM THE TECHNICAL SPECIFICATIONS

In case where no indication for any deviations is given by the Tenderer in this Supplement at the tender
submission, the Employer will consider that all the equipment and materials that is offered for the
implementation of the contract works will comply fully to the tender specifications and drawings.

PAGE OR DRAWING REFERENCE DETAILS OF THE DEVIATIONS

NAME OF TENDERER : ………………………………………………………………..

SIGNATURE : ………………………………………………………………..

STAMP OF THE COMPANY : ………………………………………………………………..

DATE : ………………………………………………………………..

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SUPPLEMENT 3

(To be completed and submitted with the tender)

Technical Information:

The Tenderer shall submit with the tender full technical information on all the proposed equipment/materials
which should include, without being restricted to the following:

Enclosed Not
Enclosed

1. Full technical description.

2. Original technical catalogues and other illustrating leaflets.

3. Builders work drawings showing rough openings, dimensions,

pits headrooms etc.

4. Proposed method statement of the installation of each part of

the contract works.

Note: To be completed with (√) accordingly.

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