Renovation works in the FFW office space

The Cooperation Fund Foundation invites offers for the renovation of the office space belonging to the Foundation for the purpose of adapting the coworking space for Ukrainian startups as part of the project "Support for Ukrainian micro and SMEs, in particular for companies in the start-up phase" [procedure number: 5/BZP/PUSB/FFW/2022] taking into account the following requirements:

1. Description of the subject of the order: 

The subject of the contract is divided into four parts:

1. Painting walls:
   1. Subject of work:
      1. Moving the furniture towards the center of the room
      2. Protecting furniture with foil
      3. Protecting carpets with foil
      4. Local repair of defects
      5. Painting the walls twice in a selected color (not white) of at least Beckers class
      6. Rearranging the furniture to its original layout
      7. Cleaning work
   2. Scope of work:
      1. Room 121 – estimated wall area: 41.00 ^m2
      2. Room 122 – estimated wall area: 41.00 ^m2
      3. Room 123 – estimated wall area: 45.60 ^m2
      4. Room 124 – estimated wall area: 50.00 ^m2
      5. Room 125 + 125 A – estimated wall area: 59.40 m2 + 31.50 ^m2
      6. Corridor – estimated wall area: 145.80 ^m2
2. Painting ceilings:
   1. Subject of work:
      1. Local repair of defects
      2. Painting the ceiling twice white
      3. Cleaning work
   2. Scope of work:
      1. Hallway – estimated ceiling area: 58.00 ^m2
3. Door wrapping (both sides):
   1. Subject of work:
      1. Removing the old door veneer
      2. Local repair of defects
      3. Applying new foil to the door leaves
      4. Cleaning work
   2. Scope of work:
      1. Doors – 9 pieces
4. Carpet replacement:
   1. Subject of work:
      1. Purchase of new carpet in the minimum New Horizon II standard (carpet + baseboards) in the area indicated in the scope
      2. Removal of existing carpet
      3. Removing the existing baseboard (without the finishing strip)
      4. Cleaning and preparing the floor for the installation of new carpet
      5. Laying new carpet
      6. Laying a new plinth
      7. Disposal of old carpet and skirting boards
      8. Cleaning work
   2. Scope of work (the indicated square footage includes an appropriate allowance for the plinth):
      1. Room 121 – estimated total area: 17.00 ^m2
      2. Room 122 – estimated total area: 15.00 ^m2
      3. Room 123 – estimated total area: 29.00 ^m2
      4. Room 124 – estimated total area: 20.00 ^m2
      5. Room 125 + 125 A – estimated total area: 64.00 ^m2
      6. Corridor – estimated total area: 106.00 ^m2
      7. Conference room – estimated total area: 58.00 ^m2

2. CPV code(s) and name:
3. 1. 45430000-0 Floor and wall coverings
   2. 45442100-8 Painting work
   3. 45421100-5 Installation of doors, windows and related items

III. Source of financing:

Agreement with the Ministry of Funds and Regional Policy for the implementation of the public task entitled "Support for Ukrainian micro and SMEs, in particular for companies in the start-up phase", financed by the Polish Aid program of the Ministry of Foreign Affairs of the Republic of Poland.

3. Place and date of order fulfillment:

Location: Cooperation Fund Foundation, Górnośląska Street 4A, 00-444 Warsaw

Deadline: 30 days from signing the contract.

1. Requirements for the Contractor (subjective criteria):

1. 1. Possession of authorization to perform the subject of the contract specified in the request for quotation.
   2. Possessing the necessary knowledge and experience to perform the subject of the contract specified in the request for quotation.
   3. Operating within an entity that is not bankrupt or in liquidation.

VI. Bid evaluation criteria:

No.	Criterion name	Meaning criterion (%)	Number of points that can be obtained
1.	Price	50%	50
2.	Work commencement date	25%	25
3.	Duration of work	25%	25
	Together	100%	100

Ad.1 Price

Points for the “Price” criterion will be calculated according to the formula:

Price of the cheapest offer

——————————— x number of possible points = number of points Price of the offer being examined

Ad.2. Date of commencement of work

Points for the “Work commencement date” criterion will be calculated according to the formula:

1

————————————————————————————— x number of possible points = number of points

Number of days between the end of the bidding and the start date of work

Ad.3 Duration of work

Points for the “Work commencement date” criterion will be calculated according to the formula:

1

—————————————————————————- x number of possible points = number of points

Duration of work (number of days of work)

The score in each of the sub-criteria (1 – 3) will be rounded to two decimal places.

During the examination and evaluation of offers, the Ordering Party may request explanations from bidders regarding the content of the submitted offers.

The contract for the provision of services will be awarded to the Contractor who obtained the highest number of points.

VII. Method of preparing the offer:

The offer should be submitted on the offer form constituting Annex No. 1 to this request for proposals.

The offer must be completed on a computer and in Polish. Prices quoted in the offer must include all costs related to order fulfillment and cannot change during the contract term.

Contractors are obliged to carefully read the information contained in the request for proposals and annexes and prepare an offer in accordance with the requirements specified in this document.

Offers prepared contrary to the requirements of this request for proposals, submitted on a different form, incomplete or after the deadline will not be evaluated.

Contractors bear all their own costs related to preparing and submitting their offer, regardless of the outcome of the procedure.

VIII. Documents required from the Contractor:

1. Offer in accordance with Annex No. 1
2. Declaration in accordance with Annex 2

IX. FFW authorized contact person:

Mr. Łukasz Wawak, tel. +48 506 786 827, e-mail address: lwawak(at)cofund.org.pl

Mrs. Kateryna Matsuta, tel. +48 792 499 298, e-mail address: kmatsuta(at)cofund.org.pl

X. The offer must be submitted by : 12/05/2022, 11:59:59 PM

XI. The offer can be:

a. send by e-mail to the following address: lwawak(at)cofund.org.pl – the date of receipt of the message in the recipient's e-mail box is decisive.

XII. Other provisions

1. The Ordering Party will select the offer based on the offer evaluation criteria.
2. The contract will be awarded to the Contractor who obtained the highest number of points.
3. This Request for Proposals does not constitute an obligation on the Cooperation Fund Foundation to conclude a contract.
4. Offer validity period: 60 days from the deadline for submission of offers.
5. The Ordering Party reserves the right to cancel the inquiry (including the cancellation of the inquiry in part – in relation to one or more Bidders) without giving any reason, at any time, also after the submission and consideration of the offers and after informing the Bidders of the results of the procedure, and also reserves the right not to make a selection from among the submitted offers.
6. The Ordering Party may conduct price negotiations with the Bidder whose offer was selected; the negotiated prices will be entered into the Agreement.
7. The Ordering Party may request explanations from Bidders regarding the content of the submitted offers.
8. The Ordering Party may ask Bidders to provide references confirming their experience indicated in the offer or request references from entities listed in the offer confirming the experience of Bidders.
1. After selecting the most advantageous offer, the Ordering Party will immediately call on the bidder who submitted the most advantageous offer to sign the contract. If the bidder fails to sign the contract within seven days of being called to sign the contract, the Ordering Party may begin negotiations with the bidder whose offer was next in line.
10. There is no possibility of appeal against the choice made.

XIII. Obligations of the Data Administrator related to the protection of personal data

1. The Controller of the personal data contained in the offer is the "Cooperation Fund" Foundation (hereinafter referred to as the "CONTROLLER"), with its registered office at ul. Górnośląska 4a, 00-444 Warsaw. The Controller can be contacted in writing, by traditional mail at ul. Górnośląska 4a, 00-444 Warsaw, or by e-mail at cofund@cofund.org.pl.
2. The Administrator has appointed a Data Protection Officer who can be contacted at the following e-mail address: iodo@rt-net.pl.
3. Personal data are processed on the basis of Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation).
4. Personal data are processed: a. for the purposes necessary to carry out the request for quotation process – Article 6, paragraph 1, letter b of the GDPR, b. for the purpose of pursuing and defending claims – Article 6, paragraph 1, letter f of the GDPR.
5. Personal data does not come from third parties.
6. The Administrator does not intend to transfer data to a third country or an international organization.
7. The Administrator will transfer personal data to other entities only on the basis of legal provisions, including in particular: control authorities and on the basis of concluded personal data processing agreements, including IT service providers.
8. Personal data will be processed by the Controller for up to 5 years from the time of selection of the contractor in the public procurement process.
9. The data subject has the right to request from the controller access to personal data, their rectification, erasure or restriction of processing, the right to object to the processing, as well as the right to transfer data.
10. A complaint about the Administrator's actions may be filed with the President of the Personal Data Protection Office.
11. Providing personal data is required to conduct the contractor selection process. Failure to provide it will result in the inability to submit a bid.
12. The Administrator does not envisage automated decision-making.
13. In connection with the execution of the order, the Ordering Party will conclude a personal data processing agreement with the Contractor.

XIV. Attachments

Appendix No. 1 – Offer template

Appendix No. 2 – Declaration template