Vehicle and Fuel Service Tender

PİKOLO DERNEĞİ ve İŞLETMELERİNİN FAALİYETLERİ İÇİN ARAÇ KİRALAMA VE YAKIT HİZMETİ ÇERÇEVE İHALESİ GENEL ÇAĞRI METNİ

İşbu Genel Çağrı Metni 5 (Beş) sayfadan ve 4(Dört) Ek ’ten oluşmaktadır. İhale koşul ve şartlarını sağlayabilen, belirtilen iş için yeterli teknik kapasitesi ve yeterliliği olan, istekli firmaları teklif vermeleri için davet etmektedir.
1. PİKOLO DERNEĞİ HAKKINDA

1.1.For details about the Pikolo Association, including their vision and mission, please visit https://www.pikolo.org/.

2. GOODS and SERVICES TO BE PURCHASED

2.1.Pikolo Derneği’nin anlaşma süresinde yürüteceği tüm operasyonlarda Türkiye’nin birçok ilinde kullanılmak üzere araç kiralama ve yakıt hizmetini teknik şartnameye uygun olarak temin edecektir.

2.2. The detailed list of services/products to be purchased is given in Annex 1.

2.3. The requested service/products will be sent to the address and/or addresses to be determined by the Pikolo Association.

2.4.It is strongly recommended to read the Invitation to Tender in detail together with all its annexes. If the conditions set out in Annex 1 are ignored, the tender will not be considered.

* This call letter should not be considered as a contract with your company.

** The companies that will apply for the relevant tender must be registered in the Tax System of the Republic of Turkey.

3. OFFER INFORMATION:

• Tender Offer Envelopes
  
  

3.1.1 Tender offer envelopes will be delivered to Akyazı Mahallesi Ahmet Cemal Mağden Caddesi No:39/1 Altınordu / Ordu by hand, mail or cargo until 15:30 on 11/06/2025. The transportation process of the bids to be sent by mail / cargo is the sole responsibility of the bidder.

3.1.2. The tender offer address will be open between 09.30-17.00 hours during the week.

• Invitation to Tender Documents

The annexes forming the whole of the Invitation to Tender are as follows:

Annex 1: Technical Specification

Annex 2: Technical Proposal Form

Annex 3: Financial Proposal Form

Annex 4: General Rules, Tender Criteria, Code of Ethics and Requested Documents

All documents to be submitted for the bid shall be placed in a single envelope. The financial proposal (Annex 3) shall be submitted in a separate sealed envelope in a large envelope.

3.3 Notification

We kindly ask you to notify us of your receipt of the Invitation to Tender by sending an e-mail to ihale@pikolo.org.

Please include the following information in your email.

- Confirmation that you have received the Invitation to Tender.

–          Tarafınızca teklif sunulup sunulmayacağına dair bilgi.

*Yukarıda talep edilen bilgilerin iletilmemesi halinde sunulan teklifin ilerleyen süreçte değerlendirilmeye alınmayacaktır.

** Bu genel çağrı metni Pikolo Derneği İdaresinin onay ve izni olmadan herhangi bir mecrada yayınlanamaz ve paylaşılamaz. Yayınlandığı ve paylaşıldığı takdirde Pikolo Derneği İdaresi bütün yasal haklarını kullanmayı saklı tutar.

3.4 Tender Related Questions

      İhaleye istinaden teklif verecek tüm firmalar her türlü açıklamayı ve İhale ile ilgili herhangi bir soruyu ihale@pikolo.org adresine gönderilecek e-posta yoluyla sunabilirler. E-posta dışında herhangi bir iletişim aracı ile bilgi paylaşımı yapılmayacaktır. Firmaların sorularını iletmeleri için son tarih 28/05/2025 saat 17:00’dır. Tüm sorular ihaleye teklif vermeyi düşünen firmalar tarafından anlaşılır ve açık bir şekilde iletilmelidir. İhaleye ilişkin sorularınızı konu başlığı ihale numarası (FWA-PKL-2025-0005) olacak şekilde son tarihe kadar iletilmelidir. İhale adı yazmayan mailler dikkate alınmayacaktır.

      Sorulan tüm soruların cevapları 30/05/2025 tarihinde tüm istekli firmalara e-posta ile iletilecektir.
28/05/2025 saat 17:00 tarihinden sonra sorulan sorulara cevap verilmeyecektir.

•     Company Offer

• The relevant proposal must be submitted in Turkish.
  • Proposals must be submitted with the necessary attachments. Proposals that do not comply with the requested format will not be evaluated.
  • Offers must be delivered to our association in a sealed envelope. Companies sending offers via fax, e-mail, etc. will not be included in the evaluation process.
  • Wet signed originals of the offers must be sent to us. Digitally filled documents and/or companies sending documents that are not original will not be evaluated.
  • If copies and/or scans of the proposal are submitted in correspondence to the responsible buyer or any other Pikolo Association personnel other than the address indicated, the proposal will be invalid.
  • Firms are obliged to submit 2 separate sealed envelopes, Technical and Financial, in a single large envelope:
    
    
  • Technical Offer Form
    
    
    • Teknik teklif formu önyüzünde “TEKNİK TEKLİF” ve “FWA-PKL-2025-0005” yazan bir zarfta gerekli ek belgeleri içerir şekilde sunulacaktır.
    • The Technical Proposal must not contain any information on pricing. Failure to comply with this condition will not be included in the evaluation. The Technical Proposal must contain all necessary information and documents.
    • Technical details of the requested products are given in Annex 1. After checking the technical details, companies will submit their offers with the Technical Offer Form (Annex 2).
    • The technical proposal submitted by you must include information on whether the proposed product features comply with the conditions specified in the specification. Any incompatibility with the specifications must be clearly indicated.

     3.7. Financial Offer Form

• Finansal teklif formu önyüzünde “FİNANSAL TEKLİF” ve “FWA-PKL-2025-0005” yazan bir zarfta gerekli ek belgeleri içerir şekilde sunulacaktır.
  • A price offer should be shared for all specified products.       
  • The separately prepared financial proposal must be stated in Turkish Lira currency.
  • The Financial Proposal must be submitted according to the Financial Proposal Form (Annex 3). Proposals with different formats may not be accepted.
  • You must keep your offer valid for the duration of the frame.
  • Transportation and delivery costs of the products will belong to the company.
  • Under no circumstances will the Piccolo Association make additional payments for the transportation or shipping of products. Companies should submit their financial proposals by calculating all costs including transportation, taxes and duties.

        4. SUBMISSION OF THE PROPOSAL:

Proposals shall be submitted by mail or by hand to Pikolo Association Ordu Office Campus: Akyazı Mahallesi Ahmet Cemal Mağden Caddesi no:39/ 1 Altınordu Ordu and shall be submitted in two separate envelopes marked "Technical Proposal" and "Financial Proposal". The proposal will consist of two inner and one outer envelope, all sealed, and will be delivered to the authorized personnel with a signature.

• Deadline for Submission of Bids: 11/06/2025 clock 15:30
  • The Technical Proposal and the Financial Proposal must be submitted as two separate documents. Proposals of companies that do not comply with this rule will be excluded from evaluation.
  • It is the responsibility of the company to submit the proposal in full before the deadline.

Please make sure that the following information is included on the Large Bid Envelope:

• İhale No: FWA-PKL-2025-0005
• Your company's name must be indicated on each envelope labeled as Technical Proposal and Financial Proposal, separate from the large proposal envelope.
• Representative guidance on the creation of the offer envelope is given below:
  
  Technical Bid Envelope
• Technical Specification Annex 1
• Technical Proposal Form Annex 2
• General Rules and Tender Criteria
  Financial Offer Envelope
• Financial Offer Form

• PROPOSAL ACCEPTANCE
  
  
  • The management of the Pikolo Association may, on its own initiative, extend the tender bidding period by informing all potential bidders in writing at the same time. With the extension of time, the management of the Pikolo Association may modify the documents to be submitted in the tender.
  • The Pikolo Association is not obliged to accept any of the bids submitted or to accept the lowest priced bid submitted. Financial bid envelopes of technically ineligible bids will not be opened.
  • The Pikolo Association has the right to change the tender specifications and/or decide to cancel the tender partially or completely if deemed necessary.

• OFFER EVALUATION:

6.1.The bidding companies will be subjected to Technical Evaluation in the first stage. Technical Evaluation will be based on meeting the product criteria specified in the attached specifications and delivering the ordered products within 1 (One) to 3 (Three) days.

6.2. Among the companies that have passed the Technical Evaluation phase, the company with the best offer in terms of total cost will be invited for the contract

6.3. Bu ihalede maliyeti en düşük teklifi kabul etme yükümlülüğü bulunmamaktadır.

6.4. Teknik Şartnameye Uygunluk değerlendirilirken %70 ile baz alınacak olup, finansal teklif ise %30 ile değerlendirilecektir.
6.5. En uygun teklif veren firma sonuç değerlendirmede 1000 tam puan alacaktır.

Pikolo Derneği tarafından yapılan değerlendirme sonucu sadece teknik değerlendirme aşamasında başarılı bulunan teklifler finansal değerlendirmeye tabi tutulur.

7. PAYMENT INFORMATION

7.1. Ödemeler sözleşme konusu ürünlerin, Pikolo Derneği idaresinin öngördüğü şekilde ve             sürede eksiksiz teslimi sonrasında ve satışı gerçekleşen her bir ürünün ay içerisinde faturalarının kesilmesinin ardından ve bağlı bulunduğu aya ait damga vergisi ödendikten sonra firma tarafından belirtilen banka hesabına yapılacaktır.
7.2. Sözleşmeden doğacak Damga Vergisi; 488 sayılı damga vergisi kanununun ekli 1 sayılı tabloda yazılı       nispet üzerinden hesaplanacak ve tedarikçi firma tarafından ödenecektir. Ödeme makbuzu ile vergi dairesi tahakkuk fişi Pikolo Derneği idaresi tarafından teyit edildikten sonra sözleşmedeki ödeme şartları yerine getirilecektir

8. GENERAL PROVISIONS and CONTRACT PROVISIONS

8.1. The General Provisions and Conditions of Contract (Annex 4) must be adhered to for a possible future contract. The Bidder is obliged to confirm in writing that he/she accepts the terms and conditions of the contract.

8.2. In case it is understood that the company entitled to sign a contract cannot fulfill its obligations, the Pikolo Association administration may sign a contract with the second best company that meets the technical conditions.