Tender Notice

The Embassy of the Federative Republic of Brazil in the Kingdom of The Netherlands, located at Mauritskade 19, 2514 HD, The Hague, is conducting a selection process for an ICT Support Contract. The contract will have the total duration of 12 months (from 01 october 2022 to 30 september 2023).

The selection process will be conducted via Invitation to Tender based on Lowest Price Conforming, pursuant to the following terms and conditions:

1.             Qualifications

1.1 Until  6 july 2022, at 16:00 h (local time) the bidder shall present the following documents:

·      At least 2 (two) contact data or letters of reference of clients attesting to the good services provided by the company;

·      Declaration from the company’s representative stating that no fact impedes its participation in the bidding;

·      Other requirements deemed necessary by the Embassy, according to the local business practices.

1.2 Companies which did not receive an invitation to tender and wish to participate in the process may take part in it, provided they meet all qualifications requirements and submit the above mentioned documentation up to 6 of July, 16:00 (local time).

2.             The company is required to have:

·      At least 5 years of experience working with ICT

·      Experience working for Governmental Institutions

·      Experience working in an international environment and ability to communicate in English or Portuguese

·      Technicians available to do extra onsite maintenance in the case of a critical situation, according the needs of the Embassy.

3.             The contract is required to contain:

·      One-time installation costs

·      4 weekly hours of onsite maintenance and assistance with all technological equipment of the Embassy. The Embassy has a network of 20 employees, all of whom, computer users, and there is a server, where a VoIP telephone system is integrated.

·      2 monthly hours of assistance by phone

·      The hourly rate in case of emergencies (also outside office hours)

·      Response time to critical and high level notifications within an hour

·      Response time to medium and low level notifications within 8 hours

·      Servicedesk available to key-users

·      Access to online support portal

·      Monthly reports sent by e-mail, in English

4.      Documents submission

4.1 Until the closing day, the bidder shall present its proposal/offer by email: tenderbrazil2022@gmail.com  or

at the address Mauritskade 19.

4.2 Further requirements:

• The offer shall not contain overwriting or erasures and shall be perfectly legible, so that there can be no doubt as to words and figures.
• It shall be signed by a dully authorised representative of the tender.
• The offer shall indicate the monthly price and the complete description of the work.
• The period of validity of the offer, during which tenderers shall not modify the terms of their offers in any respect, is 90 days from the final date for submission.
•  All documents presented by the tenderer become the property of Embassy of Brazil.
• Submission of an offer implies acceptance of all the terms and conditions set out in this invitation to tender.
• All costs incurred during the preparation and submission of offers are to be borne by the tenderers and will not be reimbursed.

5.      Awarding criteria and Appeals

• The tender shall be awarded according to the Lowest Price Conforming criterion, provided it fulfils all the other requirements stated in this Notice;
• The Embassy reserves the right not to hire any company if it considers that the lowest price offered is still too high;
• The offers will be ranked by price, in ascending order;
• Lots will be drawn for ties between 2 (two) or more offers;
• For the purpose of selecting the financial proposals, only those presented by qualified bidders that are in accordance with the provisions of this Request for proposal will be considered.
• The companies may appeal from decisions taken by the Selection Commission. The appeals and its reasons must be presented in writing, within 24 hours from the results publication on the Embassy Website. A decision shall vbe taken by the Commission within 24 hours of the receipt of the appeal.

6.     Terms of payment

• The awarded bidder must send an invoice addressed to the Embassy
• The payment shall be made monthly within 15 (fifteen days) after the receipt of the invoice.

7.    General provisions

• The contract shall have duration of one year. Both parties shall be entitled to terminate the contract at any time during the term of agreement by giving notice equal to the statutory notice period (one month), such termination to be effective on the first day after the end of this period.

The Hague, 29 June 2022.