Food and Support Personnel Tender

GENERAL CALL FOR TENDER FOR FOOD AND SUPPORT STAFF FOR THE ACTIVITIES OF THE PYCHOLO ASSOCIATION AND ITS OPERATIONS

This General Call for Tender consists of 5 (Five) pages and 4 (Four) Annexes. It invites tenderers who can meet the terms and conditions of the tender, who have sufficient technical capacity and competence for the specified work, to submit bids.
1. ABOUT PIKOLO ASSOCIATION

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 will provide catering and support staff services to be used in many provinces of Turkey in all operations to be carried out by the Association during the term of the agreement in accordance with the technical specifications.

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.

- Information on whether you will submit an offer.

*If the information requested above is not submitted, the offer will not be evaluated in the future.

** This general call text may not be published or shared in any media without the approval and permission of the Pikolo Association Administration. If published and shared, Pikolo Association Administration reserves all legal rights.

3.4 Tender Related Questions

      All companies that will bid on the Tender may submit any explanations and any questions regarding the Tender via e-mail to ihale@pikolo.org. No information will be shared by any means of communication other than e-mail. The deadline for companies to submit their questions is 28/05/2025 at 17:00. All questions should be submitted in a clear and understandable manner by the companies that intend to bid for the tender. Your questions regarding the tender should be sent by the deadline with the tender number (FWA-PKL-2025-0002) in the subject heading. E-mails without the tender name will not be taken into consideration.

      Answers to all questions asked will be sent to all tenderers by e-mail on 30/05/2025.
Questions asked after28/05/2025 at 17:00 will not be answered.

•     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
    
    
    • The technical proposal form shall be submitted in an envelope marked "TECHNICAL PROPOSAL" and "FWA-PKL-2025-0002" on the front side and include the required additional documents.
    • 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

• The financial proposal form shall be submitted in an envelope marked "FINANCIAL PROPOSAL" and "FWA-PKL-2025-0002" on the front side and shall include the required additional documents.
  • 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 shipment 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: 11/06/2024 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:

• Tender No: FWA-PKL-2025-0002
• 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. 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 specification and delivering the ordered products within 1 (One) day.

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. There is no obligation to accept the lowest cost bid in this tender.

6.4. Compliance with the Technical Specifications will be evaluated with 70% and the financial offer will be evaluated with 30%.
6.5. The most suitable bidder will receive 1000 full points in the final evaluation.

As a result of the evaluation made by the Pikolo Association, only the bids that are successful in the technical evaluation phase are subject to financial evaluation.

7. PAYMENT INFORMATION

7.1. Payments will be made to the bank account specified by the company after the complete delivery of the products subject to the contract in the manner and time stipulated by the Pikolo Association administration and after the invoices of each product sold are issued within the month and after the stamp tax for the month to which it is connected is paid.
7.2. Stamp Tax arising from the contract; It will be calculated at the rate written in the table numbered 1 attached to the stamp tax law numbered 488 and will be paid by the supplier company. After the payment receipt and the tax office accrual receipt are confirmed by the Pikolo Association administration, the payment conditions in the contract will be fulfilled

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.