Questions and answers
Q: Can you tell us in which language the laptop keyboard and OS should be provided?
A: Preferred language for the laptop keyboard and OS is Ukrainian. English (QWERTY) keyboard and OS can also be accepted.
Q: Is it possible to purchase from a legal entity resident of Ukraine in UAH currency?
A: The tenders should be submitted with fees indicated in Euros. The assessment of tenders will be done based on the submitted tenders with fees indicated in Euros. After the selection, an agreement can be made with selected Provider(s) to conclude the Contract in Ukrainian Hrivnas. For this purpose, the fees indicated in Euros in the selected tenders will be recalculated in Ukrainian Hrivnas as per an exchange rate of the National Bank of Ukraine on a date set by the Council of Europe.
Q: Considering the possibility of purchasing with 100% prepayment?
A: Payment of the Provider’s fees will be divided in accordance with the following:
- 30% of advance payment within 60 calendar days as from the day of the last signature of the Contract.
- 70%: within 60 calendar days upon acceptance of the final deliverables by the Council and the Recipient and on presentation of an invoice in Euros
Please refer to Section D of the Tender File.
Q: What is the delivery time for the equipment from the time the contract is signed?
A: The deadline for the delivery of the equipment to the Recipient is currently set as 1 December 2022. The deadline may be reconsidered with the agreement of the Council of Europe and the selected bidder(s).
Q: The tender documents state: "Tenders are valid for 120 calendar days as from the closing date for their submission." If the selection of a winner occurs on the 120-day closing date, then there is a high probability that both the physical availability and the delivery time of the equipment offered in the bid will be impaired. Will proposals for replacement with similar equipment for unavailable/discontinued items be considered?
A: 120 calendar days as from closing date for the submission of tenders is maximum period for the assessment of submitted tenders. It is expected that the submitted tenders will be evaluated prior to the expiry of this period. Should 120 calendar days lapse as from closing date for the submission of tenders without the submitted tenders being evaluated, their validity will expire and they may only be considered on the condition that both the Council of Europe and the bidder agree on the prolongation of validity for the respective tender.
Q: Please tell me the delivery time of Lot No. 1, 2, 4, 5.
A: The deadline for the delivery of the equipment under Lots 1, 2, 4 and 5 to the Recipient is currently set as 1 December 2022. The deadline may be reconsidered with the agreement of the Council of Europe and the selected bidder(s).
Q: Would you consider a delivery time of laptops +- 50 days?
A: The deadline for the delivery of the equipment to the Recipient is currently set as 1 December 2022. The deadline may be reconsidered with the agreement of the Council of Europe and the selected bidder(s).
Q: What are the restrictions on the equipment offered by country of manufacture, brand name or other attribute?
A: All requirements for the tenders are stipulated in the Tender File and its Appendices. Additionally, please refer to Exclusion Criteria in section F of the Tender File. The Providers should also observe the applicable international legal framework as well as the national legislation of Ukraine, inter alia, on import of goods.
Q: We can deliver the requested computer equipment to the border of Ukraine (Poland or Romania) Is it okay for you?
A: The equipment should be delivered to the Office of the Prosecutor General in Kyiv, Ukraine (at 13/15 Riznytska street). Should there be security and/or logistic concerns regarding the delivery to Kyiv, at the stage of the selection of a Provider a delivery to one of the offices of the prosecution service located in one of the regions in the Western Ukraine could be discussed with the Office of the Prosecutor General of Ukraine.
Q: Would you consider an offer that consists of different models that meet your specifications? Since it is not possible to bring the entire batch (one model) within the stated time.
A: All models that meet the specifications indicated in the Tender File and its respective appendices will be considered.
Q: Is it very important to comply with the requirement for the focal length range (Focal Length 4.08 – 81.6 mm)? Will models with a +/- deviation from this parameter be considered? This parameter is purely technical, it has little effect without relation to the size of the matrix. Therefore, this is a secondary characteristic.
A: Models with specifications that correspond to those indicated in the Tender File and its respective appendices will have preference. Models with comparable specifications, including those with insignificant deviations from the indicated parameters, may also be considered.
Q: Will you consider MFP options without Wireless 802.11.b/g/n?
A: MFP options which correspond to the specifications indicated in the Tender File and its respective appendices will have preference. MFP options without wireless may also be considered.
Q: Will you consider MFP options with a slightly lower processor frequency (e.g. 525MHz instead of 600 MHz).
A: MFP options which correspond to the specifications indicated in the Tender File and its respective appendices will have preference. MFP options with comparable specifications, including with a slightly lower processor frequency, may also be considered.