Drone System with Gas Sensors

Procurement for gas sensor drone system – instructions for bidders

✓The general theme of the text is a public procurement procedure in Romania (online procedure in SEAP/SEAP) for the provision of a ‘Gas Sensor Drone System’, describing the conditions for participation, the documents to be submitted, the award criteria, guarantees, deadlines and applicable legal rules.

✓The perspective is exclusively Romanian, with reference to EU legislation (Directives and Regulations) only as a basis for beneficial ownership obligations and European funds.

✓The part on ‘What the bidder must submit and which minimum qualification requirements apply’ describes extensively, inter alia, the mandatory documents: the participation guarantee (Form/PG Tool) amounting to RON 2,800, the EAD filled in in SEAP for all operators involved (tenderer, associates, subcontractors, third-party supporters), the declaration of conflict of interest (Form 1), the declaration of labour protection (Form 2A), the declaration of beneficial owners/beneficiaries (Form 2B), the technical proposal (Form 2) and the financial proposal (Form 3 + Form 4 and Price schedule).

✓Supporting documents are also required only for the tenderer ranked first, such as: ascertaining certificates on the payment of tax obligations, criminal record of the operator and management bodies, ONRC/equivalent ascertaining certificate for registration in the trade register and documents on the beneficial owner depending on the type of operator (Romanian company, foreign company, entities with foreign shareholders, associations/foundations).

❓No concrete turnover limits or mandatory insurance policies are mentioned, the focus being on non-compliance with the exclusion grounds (corruption, insolvency/bankruptcy, non-payment of taxes, violations of environmental, social, labour legislation, etc.).

✓With regard to ‘Scope of the contract: what, how much, where, when’, the text clearly states the subject matter: ‘Drone system with gas sensors – 1 pcs.’, without batch division and without permitted variants or options.

✓The main place of performance is Eforie Nord, Constanța County (NUTS code RO223), with a contract duration of 3 months, without renewal.

✓The contract is funded by EU funds under the project ‘EPOS-RO: Strengthening the integration of geophysical infrastructures in Romania in the European Research Area’, MySMIS code 313109, through the PCIDIF 2021–2027 Programme.

✓The technical proposal must include, inter alia, the manufacturer, the trade name, the type/version, the detailed configuration and the technical sheets/certificates of conformity of the tendered product, with the proviso that the specifications in the specification are minimum requirements and that the wording referring to marks/standards is of the ‘or equivalent’ type.

✓As regards ‘Award criteria and weighting’, the award is made on the basis of the criterion ‘best value for money’.

✓Two assessment factors are defined: bid price – financial component with a weighting of 85% and a maximum score of 85, the score being calculated proportionally according to the formula P(n) = (Minimum bid price / Price n) × 85; and ‘Guarantee period’ (GP) – technical component with a weighting of 15% and a maximum score of 15, awarded discreetly according to the number of years (12 months = 0 points, 24 months = 5 points, 36 months = 10 points, 48 months or more = 15 points), with the prohibition of other time units and the exclusion of offers offering a guarantee below 12 months.

✓The maximum total score is 100, with the contract being awarded to the tender with the highest total score; in the event of a tie, the tie is tied in descending order of factor weightings, and if the tie persists, new financial proposals may be requested and the lowest bid chosen.