Warsaw, October 29, 2024
Ordering Party:
Institute of Legal Sciences of the Polish Academy of Sciences
72 Nowy Świat St.
00-330 Warsaw
NIP 525 00 93 93
REGON 000325802
Contact person authorized to communicate with the bidder:
Mr. Marcin Wochyń, phone: 665 639 526
e-mail: m.wochyn@inp.pan.pl
Case No.: DYR.26.1.2024
INVITATION TO SUBMIT OFFERS
1. We invite you to submit an offer for the preparation of documentation necessary for the public procurement titled “Adaptation (reconstruction) of premises for the needs of an architecturally accessible reading room of INP” (hereinafter referred to as “Investment No. 1”) and titled “Adaptation of conference rooms of the Institute of Legal Sciences of the Polish Academy of Sciences in the Staszic Palace” (hereinafter referred to as “Investment No. 2”). The Staszic Palace is located in Warsaw at 72 Nowy Świat St. The building is listed in the register of historical monuments.
2. The preliminary subject scope of Investment No. 1 is defined in the Functional-Utility Program for the construction investment titled “Adaptation (reconstruction) of premises for the needs of an architecturally accessible reading room of the Institute of Legal Sciences of the Polish Academy of Sciences” from June 2022, which constitutes Attachment No. 1 to the Invitation to Submit Offers and will be updated by the Contractor within the framework of the order.
3. With respect to Investment No. 1, this order includes the development of:
1) architectural inventory and inventory of electrical and sanitary installations (to the extent feasible without excavation);
2) a load-bearing capacity assessment of the ceiling carried out by a qualified designer;
3) an audit of architectural accessibility on the ground floor of the Staszic Palace identifying architectural barriers for disabled persons who will use the reconstructed premises, along with recommendations for their removal or minimization in order to obtain approvals from architectural authorities and achieve the goals of the investment;
4) an analysis of conditions along with guidelines for the construction industry, particularly assessing the technical condition of the floor and sub-floor layers (if deemed necessary for replacement), electrical installations, and fire safety, developed in cooperation with qualified persons in the respective fields (designer of electrical installations, fire safety expert);
5) an architectural and construction concept considering the results of the studies mentioned in points 1-4 and the design conditions in a building listed in the register of historical monuments; The concept should include floor plans of the reading room and adjacent areas sufficient to present the interrelations of architectural connections, information about the accepted material and technical solutions, a description of functional solutions, visualizations; the concept requires approval by the Ordering Party before proceeding with the work mentioned in points 6 and 7;
6) verification and updating of the preliminary Functional-Utility Program developed by the Ordering Party based on applicable regulations, the Contractor’s specialized knowledge, and the concept approved by the Ordering Party mentioned in point 5;
7) preparation of a request for issuing conservation recommendations for the adopted architectural and construction concept and other significant assumptions of the updated Functional-Utility Program concerning the protection of the monument with the support of the Ordering Party during the examination of this request by the Mazovian Provincial Conservator of Monuments; advisory support will be provided within the remuneration for the implementation of the order even after the deadline mentioned in point 7, until the recommendations of the MWKZ are obtained.
4. The preliminary subject scope of Investment No. 2 is defined in the Functional-Utility Program for the construction investment titled “Adaptation of conference rooms of the Institute of Legal Sciences of the Polish Academy of Sciences in the Staszic Palace” from June 2023, which constitutes Attachment No. 2 to the Invitation to Submit Offers and will be updated by the Contractor within the framework of the order.
5. With respect to Investment No. 2, this order includes the development of:
1) architectural inventory and inventory of electrical and sanitary installations (to the extent feasible without excavation);
2) an audit of architectural accessibility on the second floor of the Staszic Palace (regarding the communication route) identifying architectural barriers for disabled persons who will use the reconstructed premises, along with recommendations for their removal or minimization in order to obtain approvals from architectural authorities and achieve the goals of the investment;
3) an analysis of conditions along with guidelines for the construction industry, particularly assessing the technical condition of the floor and sub-floor layers (if deemed necessary for replacement), electrical installations, and fire safety, developed in cooperation with qualified persons in the respective fields (designer of electrical installations, fire safety expert);
4) an architectural and construction concept considering the results of the studies mentioned in points 1-3 and the design conditions in a building listed in the register of historical monuments; The concept should include floor plans of the conference room sufficient to present the interrelations of architectural connections, information about the accepted material and technical solutions, a description of functional solutions, visualizations. The concept requires approval by the Ordering Party before proceeding with the work mentioned in points 5 and 6;
5) verification and updating of the preliminary Functional-Utility Program developed by the Ordering Party based on applicable regulations, the Contractor’s specialized knowledge, and the concept approved by the Ordering Party mentioned in point 4;
6) preparation of a request for issuing conservation recommendations for the adopted architectural concept and other significant assumptions of the Functional-Utility Program concerning the protection of the monument with the support during the examination of this request by the Mazovian Provincial Conservator of Monuments; advisory support will be provided within the remuneration for the implementation of the order even after the deadline mentioned in point 7, until the recommendations of the MWKZ are obtained.
6. The studies mentioned in points 3 and 5 will be prepared in paper version (two copies each) and electronic version; the electronic versions will be provided on CD. In executing the order, the Contractor is required to provide files in typical formats that allow opening and editing. If the use of paid software is necessary, the Contractor will grant the Ordering Party an appropriate license. This requirement does not apply to documents created in MS Office or in formats that can be read by widely available free applications.
7. Deadline for completing the order: from the date of signing the contract to December 23, 2024, subject to point 3, item 7, last sentence, and point 5, item 6, last sentence.
8. Payment terms and detailed execution of the order are specified in the contract template, which constitutes Attachment No. 5 to this Invitation to Submit Offers.
9. Conditions for participation in the proceedings: Bidders may apply for the contract if they meet the conditions for participation concerning technical and professional capacity. The Ordering Party will consider the condition met if the Contractor demonstrates that:
1) (experience) within the last three years before the deadline for submitting offers, or if the period of conducting business is shorter – in this period, has performed at least one (1) service consisting of developing an architectural and construction concept or multi-discipline project documentation for an undertaking involving renovation, extension, reconstruction, superstructure, adaptation, or modernization in a building or buildings entered in the register of historical monuments for an amount not less than PLN 40,000.00 gross each.
NOTE:
a) by service, it is understood as the preparation of an architectural and construction concept as part of a single task/object;
b) terms such as “reconstruction,” “extension,” “renovation,” etc., which have a legal definition in the Construction Law, should be understood and interpreted according to the definition formulated in the aforementioned law;
c) in the case of amounts being stated in foreign currencies, they should be converted according to the average exchange rate of the National Bank of Poland (NBP) on the date of publication of the Invitation to Submit Offers. If on the date of publication of the Invitation to Submit Offers the NBP does not publish information on the average exchange rate of currencies, the relevant conversions should be made according to the average exchange rate from the first subsequent day on which the NBP publishes the aforementioned information.
2) (personnel) has persons who meet the requirements described below, who will participate in the execution of the order:
a) an architect, i.e., a person holding unlimited building design qualifications in the architectural specialty and being a member of the appropriate professional self-government body for at least 5 years before the deadline for submitting offers;
b) a structural engineer, i.e., a person holding unlimited building design qualifications in the structural specialty and being a member of the appropriate professional self-government body for at least 5 years before the deadline for submitting offers;
c) a sanitary engineer, i.e., a person holding unlimited building design qualifications in the installation specialty regarding heating, ventilation, gas, water, and sewage networks, installations, and devices and being a member of the appropriate professional self-government body;
d) an electrical and low-current engineer, i.e., a person holding unlimited building design qualifications in the installation specialty regarding electrical networks, installations, and devices and being a member of the appropriate professional self-government body;
e) a fire safety expert, i.e., a person having experience gained in the last 10 years before the deadline for submitting offers in preparing at least 2 technical expert opinions on building fire safety and procedures for obtaining exemptions from applicable regulations in the form of indications contained in the decision of the appropriate provincial commander of the State Fire Service, according to the procedure specified in § 2 of the regulation of the Minister of Infrastructure of April 12, 2022, on the technical
conditions of buildings and their location.
10. Documents confirming the fulfillment of the condition:
1) regarding experience:
a) a list of at least one service (completed within the last three years before the deadline for submitting offers) regarding the development of an architectural and construction concept or multi-discipline project documentation for an undertaking involving renovation, extension, reconstruction, superstructure, adaptation, or modernization in a building or buildings entered in the register of historical monuments, indicating the name of the investment, its type, gross value, and the date of completion;
b) a certificate from the Ordering Party or other document confirming the proper execution of the service (if it was not performed for the Ordering Party);
2) regarding personnel:
a) a list of persons who will participate in the execution of the order, including their qualifications, experience, and confirmation of their availability for the execution of the order;
b) copies of diplomas confirming the qualifications of persons indicated in the list mentioned in point 10.2.a;
c) confirmations of the membership of persons mentioned in point 10.2.a in the appropriate professional self-government body.
11. Bidders are required to submit offers in accordance with the template constituting Attachment No. 3 to this Invitation to Submit Offers, containing:
1) the value of the offer with the specification of the estimated total remuneration gross for the order;
2) the duration of the offer (not less than 30 days);
3) a statement on the fulfillment of the conditions for participation in the proceedings.
12. Offers should be submitted to the Ordering Party by November 20, 2024, no later than by 1:00 PM, in a sealed envelope marked “Offer for the execution of the order concerning the adaptation (reconstruction) of premises for the needs of an architecturally accessible reading room of INP” or “Offer for the execution of the order concerning the adaptation of conference rooms of the Institute of Legal Sciences of the Polish Academy of Sciences in the Staszic Palace,” depending on the subject of the offer.
13. The Ordering Party reserves the right to cancel the proceedings if:
1) all submitted offers exceed the financial resources allocated for the implementation of the order;
2) the award of the contract would violate the applicable legal provisions.
14. The procedure is conducted in accordance with the guidelines contained in the Act of July 11, 2014, on public procurement (Journal of Laws of 2023, item 2238, as amended).
15. The person authorized to communicate with Bidders is Mr. Marcin Wochyń, who can be contacted by phone at 665 639 526 or via e-mail at m.wochyn@inp.pan.pl.