TENDER FOR THE PROVISION OF ACCREDITED SQUASH COURTS FOR SPORTMALTA (Ref No: MS2022/01)

Malta Squash is hereby issuing a call for tenders for the provision (supply, delivery and install) of squash courts at the new sports centre that is currently being built at the Marsa Sports Complex and which will house:

• • 1x glass show court for singles
  • 2x standard glass-backed courts for singles
  • 4x standard glass backed courts for singles with moveable sidewalls in order to create 2x doubles courts

The Call for Tenders documents are available from:
https://maltasquash.com/wp-content/uploads/2022/09/Tender-Documentation-MS2022-01.zip

Any tender clarification requests are to be sent by email to info@maltasquash.com by not later than:

   9.30am CET/CEST 6th October 2022.

Questions and answers, minor alterations and corrigenda to the procurement document will
be published as a clarification note through this website. Clarification notes will constitute an integral part of the procurement documentation, and it is the responsibility of Economic Operators to visit this website and be aware of the latest information published online prior to submitting their offer.

Last date on which such clarification notes will be issued is:

   09:30am CET/CEST 14th October 2022

Tenders should NOT be sent by email but must be deposited in the tender box located at:

    Secretariat

    Maltese Olympic Committee

    National Swimming Complex

    Maria Teresa Spinelli Street

    Gzira GZR 1711

    Malta

Tenders must be submitted by recorded delivery (official postal/courier service) or hand delivered during office hours (0900-1600hrs Mon-Fri).  Contact number (which can be provided to the person depositing the tender) for the office where the tender box is located: +356 79230431.

The outer envelope of the tender to be submitted in the tender box should be sealed and clearly marked “SUPPLY TENDER FOR THE PROVISION OF ACCREDITED SQUASH COURTS FOR SPORTMALTA (REF NO: MS2022/01)

Deadline for submission of tenders:

   09:30am CET/CEST 21st October 2022

For more details kindly refer to the tender documents.

Please specify the exact delivery address.

The location will be the new sports centre that is currently being built at the Marsa Sports Complex located as follows:

    https://goo.gl/maps/urDTH4ryi27dcnuSA
Google Maps coordinates: 35.8770, 14.4929

Would it be possible to kindly provide us with the ACAD Drawings please?

The ACAD drawings can be downloaded from here

Can you please send us a section drawing of the squash court area. Specially for the movable walls the clear height within the squash court area is very important.

Section drawing of the squash courts area can be downloaded from here

Please specify the payment conditions for the tender.

The payment conditions are as specified in the tender documentation, including clause 26.5. Invoices are to be issued once squash court/s are installed and fully approved.

The standard configuration for the 4 courts is two movable walls next to each other. By this configuration you can play on two courts Doubles and on one court Singles squash at the same time. Do you want the floor lines for both versions of Doubles?

The configuration as specified in the tender documentation should be provided, including floor lines for both versions of Doubles.

The tender requires LED lights. While we can install the lights themselves, a local electrician needs to connect the lights to the local electric grid and provide cabling for the lights. Please confirm that these cabling works and local connections to the grid are not part of the tender and will be provided by local electrician. 

As specified in the tender documentation electrical supply will be provided but, lighting fixtures, installation and their connection to the provided electrical supply and cabling, is to be done by the supplier.

For the Glass Show Court, the tender document specifies the requirement for a Photography Viewing Panel on the front wall. Kindly let us know the position and size.

The clear glass panel should be over the entire width of the front wall of the Glass Show Court, from above the tin to 88cm above the floor level of the squash court.

Is the show Glass Show Court to be equipped with lights that are mounted onto the glass court or can the lights be mounted to the ceiling of the squash centre above the glass court?

As specified in the tender documentation, the Glass Show Court (including its lighting) is to be installed in such a way that there is the option to disassemble and move the court to another location for particular competitions that are held in a different location. Therefore, lights that are mounted on the glass court are to comply with this requirement.

Specifications regarding the light fittings:  Can the light fittings be attached to the ceiling? Is there a suspended ceiling in place? Will there be the need to build a new structure?

As specified in the tender documentation, the lighting solution for all the squash courts needs to be in line with WSF Specifications for Squash Courts and the lighting product offered needs to be listed as a WSF Accredited Product. For the Glass Show Court, refer also to preceding clarification. For the other squash courts, it will be possible to suspend the light fittings from the ceiling of the building.

Shall the back glass wall be made out of fins or frames?  

The glass back wall of *all* the squash courts must not contain horizontal steel frames but can contain glass fin stabilizers.

The tender document specifies that the Contractor shall be obliged to train and show all the necessary steps to Malta Squash Association personnel the process of how to assemble and dismantle the glass show squash court. How many days will be needed and when should this take place?

Tenderers should submit their proposal for this process.

Section 1 of the tender document specifies that: “A financial offer is to be submitted by filling in the Financial Bid Form, and is to be calculated on the basis of Delivered Duty Paid (DDP)2020 (Grand Total) for the supplies tendered. [inclusive of spare parts/after-sales services/maintenance/training as applicable]”. Furthermore, Section 3 specifies that: “The contractor shall provide and secure the provision of reliable and regular after-sales for a period of 5 years after the release of the Provisional Acceptance Certificate”.  Please specify what EXACTLY must be included here. 

Tenderers should refer also to Article 32 (Section 3) and details of the minimum warranty conditions required. Any spare parts, after sales service, maintenance and training as applicable, that should be covered by and for the duration of the warranty, are to be included in the financial offer and there should be no additional charges for such cover.

Article 26 (Section 3) specifies that the Contracting Authority is bound to procure 80% of the awarded Contract Value. Does it mean that the Authority has to do a bank guarantee for the order value of 80%? What about the 20%?

No, it means that the Contracting Authority can drop 20% of the total amount of this tender but has to keep with the 80%. Before confirming the order with the Contractor, the Contracting Authority would be able to reduce the order by not more than 20%.

Does Article 28.1 (Section 2) mean that only after terminated installation and release of a squash court we may send you an invoice? We understand you have 30 days time to approve the invoice and another 60 days for Payment = max. tot. 90 days? And this only for completely installed and released courts.  Is this right?

Yes, as already clarified in our previous set of clarifications released on 02-Oct-2022, the payment conditions are as specified in the tender documentation, including clause 26.5. The Contractor can invoice and must provide a separate invoice for every installed and fully approved squash court. Even if all the squash courts are installed at the same time, a separate invoice would need to be issued. Note that there could be scenarios where although all squash courts are installed, not all squash courts are certified and approved for invoicing by the Contracting Authority. The clauses relevant to any delays in payments are as specified in Article 28.

Article 31.5 (Section 3) states that: “In case of urgency or necessity to make use of the court (prior to the provision of the Provisional Acceptance and as stated in Article 13.4 of these Special Conditions), the CA shall instruct the Contractor to finalise and certify a specific court. Upon full certification, the CA shall provide a Partial Provisional Acceptance for that particular court.”  Does this mean that you may intervene in our installation plan?

No, it means that if the Contracting Authority wants to use a particular court before the rest are installed, it can do so and issue a part payment.

In the tender documentation there are a lot of ‘Note1’, ‘Note2’, ‘Note3’ references – we are not sure what those mean. See also in this respect end of page 5 – a) Suitability (note 2) not applicable and Financial and Economic Standing (Note2) not applicable. 2). Because of this we are not sure if the entire ESPD document has to be completed. Certain points of the ESPD document are already indicated in the tender form for confirmation. Please specify the items to be completed in the ESPD document.

The notes 1, 2 and 3 that are referenced in Section 1, Clause ‘7. Selection and Award Requirements’ are explained in the box titled ‘Notes to Clause 7’ at the end of Clause 7. These notes are there for the evaluation committee and as an indication to the tenderers as to on which points they can and cannot receive clarifications and/or rectifications during the evaluation stage of the tender. Note 1 is not applicable since there is no bid bond for this tender. For Note 2 items, tenderers can be requested to either clarify or rectify any incorrect and/or incomplete documentation, and/or submit any missing documents within 5 working days from notification. For Note 3 items, no rectification shall be allowed. Only clarifications on the submitted information may be requested of the tenderers. All the information requested in the ESPD document that is relevant to the bidder should be completed.

The offer is DDP. Malta is an EU country, so no customs fees. Do you have a VAT number, if not, we will have to invoice with VAT (not included in DDP Incoterm).

Yes, it will be possible to invoice with VAT, as may be applicable.