Biuletyn Informacji Publicznej Rządowej Agencji Rezerw Strategicznych

[Archiwum] Request for an estimated valuation of a planned procurement for the modification and equipping of an aircraft intended for medical operations

21 Aug 2025, 13:20

I. Contracting Authority:

Government Agency for Strategic Reserves

1. Stawki 2b, 00-193 Warsaw

e-mail: kancelaria@rars.gov.pl

phone: 48 22 36 09 100

II. Contact Person:

The person authorised to contact you regarding the request for quotation is Ms. Krystyna Sikorska – Project Manager, Crisis Management and Civil Protection Office, e-mail:krystyna.sikorska@rars.gov.pl , phone: +48 22 36 09 100.

III. Object of the Request for Quotation:

1. The Contracting Authority requests a quotation for the estimated value of a planned procurement order for the delivery of 6 intensive care sets and 16 non-intensive care beds with additional equipment for air medical evacuation, to be carried out as part of the grant project “Development and maintenance of rescEU transport and logistics capacities in Poland”, project number: 101105145.
2. As part of the planned procurement order, the Contractor will be required to perform two tasks:
   1. Task #1 – development of complete documentation necessary to obtain certification for the modification of aircraft in the ERJ190-200 model in the scope of installation of multifunctional intensive care stretchers and non-intensive care beds (hereinafter: Documentation),
   2. Task #2 – delivery (with transfer of ownership to the Contracting Authority) of 6 intensive care sets and 16 non-intensive care beds with additional equipment (hereinafter collectively referred to as the Medical Equipment).
3. Detailed description of the object of the planned procurement order, in particular specifying:
4. the scope of the Documentation and the requirements for obtaining the necessary approvals and validations;
5. the technical and clinical parameters and performance requirements of the Medical Equipment;

is provided in Annex 1 to the Request for Quotation – “Detailed description of the planned procurement”.

4. Deadlines:
5. for Task #1: by 8 May 2026
6. for Task #2: by 8 May 2026, subject to the possibility of performing Task #2 in batches, after prior notification of the Contracting Authority about the planned delivery of a given part of the Medical Equipment.
7. Place of performance:
8. for Task #1 – The Contracting Authority does not specify the place of performance of Task #1 due to its specific nature (Task #1 may be performed at the Contractor’s registered office or at another location chosen by the Contractor),
9. for Task #2 – The Contracting Authority shall indicate the exact place of delivery of the Medical Equipment after awarding the public procurement order, no later than 7 days before the planned delivery of the object of the planned order, with the proviso that the place of delivery shall be located in the territory of the Republic of Poland. In the case of partial delivery of Task #2, the previous sentence shall apply to each batch.
10. Terms of payment:
11. payment in (at least) two instalments:

• payment for the performance of Task #1;
• payment for the performance of Task #2, with the proviso that in the case of delivery of the Medical Equipment in batches, the Contracting Authority allows for the settlement of remuneration for the delivery of individual batches of the Medical Equipment;

within 30 days of the date of presentation of a correctly issued VAT invoice, by bank transfer to the Contractor’s bank account, whereby the Contracting Authority allows for a single payment in the event of both Tasks being performed at the same time.

1. The Contracting Authority does not provide for advance payments.
2. Warranty conditions:
3. manufacturer’s warranty: not shorter than until 31 August 2026 inclusive;
4. Contractor’s warranty: from the date of completion of the planned procurement order, confirmed by a final acceptance report, until 31 August 2026 inclusive,;

with the proviso that under the warranty, the Contractor shall be obliged to ensure, at his own expense, periodic warranty inspections in accordance with the manufacturer’s requirements, in particular the instructions for use and/or the manufacturer’s warranty and/or other documents specifying the manner of use and/or maintenance of Medical Equipment, including the replacement and/or any consumables and/or parts in accordance with the manufacturer’s requirements and/or recommendations (hereinafter collectively referred to as the Basic Warranty Service).

9. Planned date of award of the public procurement order: end of September 2025.

IV. Option right:

1. 1. The Contracting Authority reserves the right to exercise the option to extend the quality guarantee by:
   2. the manufacturer(s) of Medical Equipment

and/or

1. the Contractor

- for a period not exceeding 31 December 2029 inclusive.

2. The provision of warranty services under the option right shall be performed:

1. under the terms and conditions applicable to the Basic Warranty Service;
2. for the remuneration specified in the Contractor’s offer, whereby the remuneration for each period of provision of warranty services covered by the option right shall be settled in monthly settlement periods, in arrears, by the 10^th day of the month following the month in which – as applicable – the manufacturer and/or the Contractor will provide warranty services under the option right.

V. Contractor’s valuation

Please send your valuation of the object of the planned procurement order in the form of a completed form constituting Annex 2 to the Request for Quotation – “Price Form”, in electronic form or as a scan of a paper form, to the following e-mail address:dw@rars.gov.pl, no later than by 21 August 2025.

VI. Other information:

1. 1. The Contracting Authority does not provide for partial bids for the planned procurement order.
   2. The Contracting Authority does not provide for the submission of variant binds under the planned procurement order.
   3. Within the scope of the planned procurement order (basic order), the Contracting Authority allows for the award of supplementary orders referred to in Article 214(1)(8) of the Public Procurement Law of 11 September 2019, under the following conditions:
2. The supplementary procurement order may cover additional deliveries of any Medical Equipment and/or its individual components, for the purpose of partial replacement or increase in the quantity of Medical Equipment, provided that:

• a change of Contractor would oblige the Contracting Authority to purchase goods with different technical characteristics, which would result in technical incompatibility or disproportionate technical difficulties in the use and maintenance of the goods;
• the value of the supplementary procurement order or the total value of subsequent supplementary procurement orders does not exceed half of the total value of the basic procurement order;

1. The term of the public procurement contract concluded as a result of the award of the supplementary procurement order shall not exceed 3 years from the date of award of the basic procurement order.
   4. The Contracting Authority requires:
      1. that the delivery object be insured each time against loss, including theft and/or damage to the medical equipment being transported;
      2. the Contractor to have taken out third-party liability insurance for the entire duration of the contract for an amount not less than ¼ of the Contractor’s gross remuneration for the performance of Task #2 or for an amount not less than PLN 1,000,000.00, whichever is lower;
      3. providing a performance bond in the amount of 2% of the total gross remuneration due to the Contractor for the due performance of the planned procurement order (the sum of the gross remuneration for the performance of Task #1 and the gross remuneration for the performance of Task #2).

VII. Financing of the object of the planned procurement order

1. 1. The object of the planned procurement is financed by the European Union under the EU Civil Protection Mechanism for the implementation of the project “Development and maintenance of rescEU transport and logistics capacities in Poland”, project number: 101105145 (hereinafter referred to as the Co-financing).
   2. In connection with the Co-financing of the object of the planned procurement order, the Contracting Authority requires permanent and visible marking of the Medical Equipment, packaging and collective packaging (if applicable) with the European Union flag logo along with a statement on the method of financing: “rescEU - Funded by the European Union”, according to one of the following designs, subject to the requirement to maintain the proportions of the logo and the statement on the method of financing in relation to each other, the requirement to maintain the proportions of the logo and the statement on the method of financing in relation to the packaging - clear visibility of the marking, the requirement to maintain the colours of the logo and the statement on the method of financing (in accordance with the model). The Contracting Authority allows for labelling using stickers, labels and similar materials, provided that they ensure a permanent bond with the labelled item.         

VIII. Reservation

• 1. This Request for Quotation shall not constitute:
• a request for quotation within the meaning of Article 66 of the Civil Code of 23 April 1964;
• a procurement order announcement published in the Competitiveness Database;
• a procurement order published pursuant to Article 89(1) of the Public Procurement Law of 11 September 2019.
  2. The purpose of the Request for Quotation shall be solely to obtain information about the value of the planned procurement order.

Annexes:

• Annex_1 - Description of an order363.99 kB
• Annex_2 - Quotation form 247.19 kB