2 December 2021
The Embassy of the Republic of Korea in Helsinki, Finland has decided to invite to tender for the security services for the year of 2022 on the Embassy premises on a monthly invoice basis.
1. Outline of Bidding
Name Services on security and reception task in the Waiting room of the Consular Section Building
Place
The Embassy of the Republic of korea in Helsinki
(Erottajankatu 7A 00130 Helsinki, 4th floor, Consular Section(East-wing), Waiting room)
* The Embassy has been considering to move the premises to nearby building in 2022, so the place might be changed.
Period
ㅇ 1.1.2022 - 31.12.2022
* Except Saturday, Sunday, Korean holiday(1.3., 15.8., 3.10.), and Finnish public holidays(6.1., 15.4., 18.4., 26.5., 24.6., 6.12., 26.12.)
ㅇ 09:00-16:30 (Lunch break 11:30-12:30), total 7.5 working hours
Details
A. One person, fluent in English and Finnish, will sit at the desk in the Waiting Room of the Consular Section Building, East-wing of the Embassy and provide following services;
1. to receive a visiter
- to check the CCTV Monitor on its desk when a visiter approaches,
- to push door-opening button on the telephone on its desk and to let a visiter enter,
- to escort in a visiter from the gate to the waiting room of the consular section and escort out a visiter when his/her business is done,
- to escort a visiter to toilet which is located inside the restricted area, if a visiter wishes to use toilet, and - If a visiter has a meeting with staff regarding other
than consular matters, call the relevant staff and guide the visiter to the meeting.
2. to receive incoming calls and forward it to appropriate staff
- When one calls to the Embassy’s main number (09-2515-000), recorded voice automation ask him/her to press 1 for “Visa”, 2 for “Economic cooperation”, and 3 for “Other matters and finnish speaking guidance”. For those who presses 3, the worker will receive the call and forward it to appropriate staff.
3. to receive delivery, such as mails and boxes.
4. to maintain safe and peaceful environment in Consular Section area
- to use metal detecter, which is already installed at the gate, on each visiter
2. Bidding Participation Qualification
A. The bidder must have been registered and licensed as a Private Security Company by the relevant authorities in Finland(e.g. the Licence Administration Unit of the National Police Board). The registered and licensed date of the business must be prior to 1.1.2022 and must be valid, at least, until the end of 2022. Its head quarter or branch offices must be located in Helsinki.
B. The bidder must be legitimate and legally eligible to provide security service in accordance with relevant Finnish Law.
C. The Embassy shall request the successful bidder to sign Confidentiality Agreement(Appendix 2, Draft Version, negotiable) and Pledge to Implement Integrity Pact(Appendix 3).
D. The Embassy shall request to the successful bidder (1)a identity reference(or any document that proves no history of criminal records) and (2)a vouch for character of a person who will work at the Embassy. Both will be submitted
5. to follow other detail directions from the Administrative Staff, which is related to security or reception task.
B. For the service payment, the Company will send monthly invoice to the Embassy no later than second day of next month by e-mail in PDF file, in accordance with that person’s working hours of that month and fixated hourly rate.
C. Working days and hours are expected as follows;
1. 1.1.-31.12.2022
* Except Saturday, Sunday, Korean holiday(1.3., 15.8., 3.10.), and Finnish public holidays(6.1., 15.4., 18.4., 26.5., 24.6., 6.12., 26.12.)
2. 09:00-16:30 (Lunch break 11:30-12:30), total 7.5 working hours
D. (1) Identity reference(or any document that proves no history of criminal records) and (2) a vouch for character of a person working at the desk will be submitted to the Embassy at least 7 days before the start of working. The Embassy may refuse its service if he/she is deemed inappropriate to work due to his/her criminal records. Both parties shall communicate amicably to assign a proper person to the job.
Basic Price (①+②) (VAT inc.)
61,475.68 Euro Deadline for Offer
submission 09.12.2021, 15:00
①
Estimated Price (VAT excl.)
49,577.16 Euro Date and place of Opening of Bid
09.12.2021, 15:05 The Embassy of the Republic of Korea in Finland
② VAT(24%) 11,898.52 Euro
Ratio of minimum quote to estimated price
87.995%
to the Embassy at least 7 days before the start of working. The Embassy may refuse its service if the person is deemed by the Embassy inappropriate to work due to its criminal records. Both parties shall communicate amicably to assign a proper person to the job. In case of change of the worker, the Company shall submit a criminal record of the substitute person before the start of the service.
3. Bidding Procedure Method adopted from Korean Law
A. This bidding will be processed through in accordance with the Korean Act, Enforcement Decree and Enforcement Rule as below.
(1) A C T O N C O N T R A C T S T O W H IC H T H E S T A T E IS A P A R T Y : https://elaw.klri.re.kr/kor_mobile/viewer.do?hseq=46373&type=sogan&key=5 (2) ENFORCEMENT DECREE OF THE ACT ON CONTRACTS TO WHICH THE STATE IS A PARTY :
https://elaw.klri.re.kr/kor_mobile/viewer.do?hseq=51345&type=sogan&key=5 (3) ENFORCEMENT RULE ON THE ACT ON CONTRACTS TO WHICH THE STATE IS A PARTY :
https://elaw.klri.re.kr/kor_mobile/viewer.do?hseq=49620&type=sogan&key=5 B. If you want to participate, the Bid Application Form(Appendix 1) must be
submitted by the deadline via email to jcham14@mofa.go.kr.
C. If the bidder is interested in visiting the embassy and check out the premises, contact Mr. Jongchan, HAM(jcham14@mofa.go.kr, 040-903-1022, 09-2515-0013) to arrange a meeting.
4. Criteria for Determining Budget Price and Methods of Competition
A. The Embassy will prepare 15 different preliminary prices within a range of plus or minus 2% of the “Basic Price”, to which a random number out of 1 to 15 will be attached. These 15 preliminary prices won’t be revealed to the bidder.
B. The bidder will choose 4 random numbers out of 1 to 15. (Please submit your 4 random number together with your bid application)
C. After collecting 4 random numbers from all bidders, the Embassy will make a arithmetic mean average out of preliminary prices of the 2 most-picked numbers. This result will be “Budget Price”
D. The Embassy will decide the successful bidder if a bidder had
(1) submitted the lowest price within range of the “Budget Price”(ceiling price) and “Minimum quote”(38,063euro * 87.995% = 3,349.35 euro)(bottom price), and;
(2) passed the “Verification Process” with a score over 85. For its criteria and scores, please refer to “5. Verification criteria and score” below.
E. The successful bidder will sign a contract within 10 days after being notified of the winning from the Embassy. At the same time, Confidentiality
Agreement(Appendix 2) and Pledge to Implement Integrity Pact(Appendix 3) will also be signed.
F. If the first running bidder is to be deemed to be unfit to the job by the Embassy and disqualified by reasonable cause or it submits its withdrawal to the tender due to unavoidable circumstances, the Second running bidder will be next to win. This rule applies up to the Third running bidder.
G. If more than 2 bidders have the same score, the Embassy will decide by drawing a lot.
5. Verification criteria and score
6. Submission of Bidding A. Required document
(1) Bid Application form(Appendix 1) (2) Business License
(3) List of experiences on relevant field and in the past 5 years
(4) Any document to show a status of company’s credit evaluation result (5) Any document to show the company’s reputation in the field
* If the above-mentioned documents are not to be submitted, the Embassy may refuse to consider.
* The submitted bidding document shall not be modified on bidder’s request.
B. Deadline for bidding submission : 09.12.2021 15:00
C. How to submit : Please send your bid to jcham14@mofa.go.kr via email.
(1) Title : Bid Application(“your company name”)
(2) file format : Please merge every papers into 1 PDF file.
Category Required to submit Score
1. Capability
A. experience in relevant field
List of experiences on relevant field and in the past 5 years 10
B. Management status
Any document to show status of Company’s Credit Evaluation Result 15
C. Notability Any document to show the Company’s reputation in the field
+4.25~
-2.0
2. law-abiding policy
Any document to show its law-abiding policy in regards to labor relating law, Private Security Service Act and other relevant law
5
3. Bidding price 70
4. disqualification Any signs of bankruptcy, insolvency, closing-down, suspension of business -20
7. Others
A. For further questions, please contact the administrative staff(Mr. Jongchan, HAM, jcham14@mofa.go.kr, 040-903-1022, 09-2515-0013)
B. The bidder must understand this Tender Document. The Embassy shall not be held responsible if the bidder does not understand fully the content and the references in this document.
Appendix 1. Bid Application Form
Appendix 2. Confidentiality Agreement(draft version, open for negotiation) Appendix 3. Pledge to Implement Integrity Pact
//End//
Appendix 1. Bid Application Form (**please fill out the blank)
Bidding Application Form
Bidder
Company Name
Business Registration No.
Address Phone No.
Representative Email addr.
Bid
C l i e n t The Embassy of the
Republic of Korea D a t e 02-12.-2021
N a m e Services on security and reception task in the Waiting room of the Consular Section Building
Tender Doc. No. 2021-12-02
Bidding Price __________Euros (VAT Excl.)
__________Euros (VAT Incl.)
Bidding Deposit Waiver (Pledge of
Payment)
By entering the bid, it is agreed that our bidding
deposit(*) is waived and will only be paid if we do not wish to continue the contract procedure as the successful bidder.
*Bidding Deposit rate : 5% of the Bidding Price
(Source: Enforcement Decree of the Act on Contracts(Korea) Article 37(Tender Bond))
To the Embassy of the Republic of Korea in Finland,
I, (your name), understand and consent to the Tender Document (2021-12-02) and apply for Tender and submit my application form and attachment.
yyyy / mm / dd
Applicant (Signature)
Attach -ment
1. Business License
2. List of experiences on relevant field and in the past 5 years 3. Any document to show a status of company’s credit evaluation result 4. Any document to show the company’s reputation in the field 5. Any document that the Bidder deems necessary to submit
Appendix 2. Confidentiality Agreement(Draft version, open for negotiation)
Confidentiality Agreement
I do solemnly swear that I will strictly comply with the following in performing my obligations with the Embassy of the Republic of Korea in Finland from (day) (month) (year):
1. I swear that I will not reveal to any third party any information that I acquire in the course of performing the services during the term of the Contract as well as after expiration of the Contract.
2. I and other employees swear that we will comply with the relavent security regulations as follows in good faith and accept any punishment as provided by applicable law in the event of any violation thereof on our part.
A. Security Regulations of the Ministry of Foreign Affairs of the Republic of Korea
B. Enforcement Rule of the Security Regulations of the Ministry of Foreign Affairs of the Republic of Korea
C. Detailed Enforcement Rule of the Security Regulations of the Ministry of Foreign Affairs of the Republic of Korea
D. Article 127(Divulgence of Official Secrets) of the Criminal Act of the Republic of Korea
2021. . .
Organization:
Person in Charge of Service:
Title:
Name: (Signature or Seal)
To the Embassy of the Republic of Korea in Finland
Appendix 3. Pledge to Implement Integrity Pact
Pledge to Implement Integrity Pact
The Contracting Officer of the Embassy of the Republic of Korea in Finland (hereinafter “the Contracting Officer”) and the Company duly acknowledge that corruption-free and transparent business management and fair administration are essential to promoting social development and competitiveness.
In line with the entry into force of the OECD Convention on Combating Bribery of Foreign Public Officials in International Business Transactions and the increasingly stringent sanctions imposed internationally against corrupt companies and states, the Contracting Officer and the Company, in proactive response to the tenor of the integrity pact, hereby swear as follows, with respect to participation in bidding for facility construction, commodity purchase or manufacturing, services and execution and fulfillment of an Agreement;
1. The two parties shall not pursue any unfair acts unduly impeding free competition by engaging in collusion to maintain a bidding price or award a contract to a specific person in bidding or by making any arrangement, resolution, or agreement with any other company,
2. In the course of bidding and execution/fulfillment of an Agreement, the Contracting Officer shall not demand that the Company provide money or other valuables, entertainment, or any undue gain irrespective of reasons therefor.
The Company shall not directly or indirectly provide money or other valuables, entertainment, or any undue gain to the Contracting Officer and other government employees; and
3. If provision or acceptance of money or other valuables, entertainment, or any undue gain is revealed in connection with bidding and execution/fulfillment of an Agreement, the Company acknowledges that it shall be subject to cancellation of its selection as a successful bidder prior to conclusion of the Agreement; revocation of the Agreement after conclusion of, but prior to fulfillment of, the Agreement; and termination of the Agreement in entirety or in part after fulfillment thereof. The Contracting Officer shall assume liability therefor as provided by applicable law.
The Company shall observe this pledge, which is based on mutual trust. It shall also not claim damages against the Embassy of the Republic of Korea in Finland in connection with any series of measures taken by the Embassy in response to its violation hereof, such as imposition of limitations on its participation in bidding and termination of this Agreement, nor file any civil or criminal objection.
2021. .
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Contracting Officer Representative of the Company (Signature or seal) (Signature or seal)
