Tender Document for Procurement of Office Furniture and Office Furniture Services

I. Project Name

Project Name: Procurement Project for Office Furniture and Office Furniture Services

II. Scope and Format of the Tender

Tender Scope: Procurement Project for Office Furniture and Office Furniture Services

Bidding method: Open tender

Tender details: See the attachment.

III. Shipment and Payment

1. Shipment Time: Subject to the terms of the contract.

2. Place of Shipment: The specific delivery location shall be as stipulated in the Contract.

3. Payment Method: Cash payment.

With respect to the office furniture, upon full delivery of all units purchased by the Buyer and confirmation that no quality issues exist, and following successful installation, commissioning, and final acceptance, the Seller shall issue a special value-added tax invoice, which shall be paid by the Buyer upon verification by the Buyer’s finance department in accordance with its financial policies and procedures.

Note: Payment shall not be made if the materials of the products purchased by the Buyer are inconsistent with those specified by the winning bidder.

4. Office furniture service items: Furniture shall be disassembled and reassembled as required, transported to the designated location, and arranged on-site to completion. Upon verification and acceptance by the tendering party, the successful bidder shall issue a special value-added tax invoice, which shall be paid after being reviewed and confirmed as compliant in accordance with the tendering party’s financial regulations.

Note: The quoted price includes all costs associated with the disassembly and reassembly of furniture, provision of necessary hardware and accessories, packaging, loading and unloading, transportation, moving, placement, installation, and protective measures.

IV. Bidding Instructions

1. Bidders shall submit their bids in accordance with the requirements and within the prescribed time frame; on-site bid opening shall be conducted as scheduled. Any bidder that fails to submit its bid on time, fails to comply with the bidding requirements, or fails to attend the bid-opening meeting shall be deemed to have waived its right to participate in the bidding process. The tendering entity shall sequentially verify the sealing and delivery of the bid documents, conduct the bidding in the order of registration, and reserves the right to adopt a multi-tier evaluation process based on the specifics of the project, ultimately determining the winning bidder.

2. Bidding Conditions

All prospective bidders must meet the following requirements and obtain approval from the tendering entity before being eligible to submit a bid for this project (qualification documents must be submitted in a separate, sealed envelope):

(1) Different entities whose legal representatives or principal persons in charge are the same, or between which there exists a controlling or managerial relationship, shall not participate in the bidding for the same lot of goods.

(2) Bidders shall be independent legal entities registered within the People’s Republic of China, capable of independently assuming civil liability, with registered capital of no less than RMB 1 million; the company must have been in existence for at least three years (calculated from the date of issuance of the business license to the day of bid opening); its business scope must meet the tenderer’s requirements; and it must possess the necessary capabilities in terms of personnel, equipment, and financial resources to undertake this project.

(3) Bidders shall submit the original business license and a photocopy thereof, both stamped with the bidder’s official seal.

(4) Bidders shall provide authorization from the product manufacturer and a letter of commitment for after-sales service.

(5) Bidders shall submit the Certificate of Legal Representative Qualification, the Letter of Authorization for the Legal Representative, and a photocopy of the legal representative’s identity card affixed with the official company seal; if the legal representative personally participates in the bidding, only the original and a photocopy of the legal representative’s identity card need to be provided.

(6) The prospective bidder shall verify on the Credit China website (http://www.creditchina.gov.cn/) that no adverse records are found.

(7) Bidders shall have performance records for identical or similar projects and shall not have defaulted on any contract or had any contract terminated for any reason in the past two years.

(8) Bidders shall submit the original, unqualified audit reports for the most recent three years, audited by an accounting firm and bearing the official seal of the firm. Such reports shall include, but are not limited to, the report cover page, the audited balance sheet, income statement, cash flow statement, and notes to the financial statements. If the bidder does not have audited financial reports, it may instead submit the most recent three years’ financial statements, stamped with the official seal, including, but not limited to, the balance sheet, income statement, and cash flow statement. The audit report or financial statements must be provided in Chinese.

(9) Possess a stringent service quality management system and comprehensive business operation standards; have a sound security assurance system and corresponding measures;

(10) If two or more entities report that a prospective bidder has serious issues in contract performance, the tenderer shall, upon verification, disqualify the bidder and prohibit the bidder from participating in any furniture-related tendering projects organized by the tenderer for a period of two years.

3. Quotation

(1) The quotation currency for all products is RMB (the quotation includes tax-exclusive amounts, tax rates, and the total amount including tax).

The tender quotation includes all costs associated with the goods, transportation, acceptance inspection, installation, insurance, after-sales service, taxes, quality inspection, administrative permits, and relevant certificates required for this project.

(2) The tendering entity shall not accept any optional bid proposals; any bid proposal that includes options or is subject to adjustment shall be deemed to constitute a material deviation, and the corresponding bid document shall be invalid.

(3) If the Bid Evaluation Committee determines that a bidder’s quotation is significantly lower than those of other bidders that have passed the compliance review, and such low quotation may compromise service quality or indicate an inability to perform the contract in good faith, the Committee shall require the bidder to submit a written explanation within a reasonable time at the bid evaluation site and, where necessary, to provide supporting documentation. If the bidder fails to demonstrate the reasonableness of its quotation, the Bid Evaluation Committee shall treat the bid as invalid.

(4) Bidders shall complete the unit price of each product and other relevant items in accordance with the contents of the standardized Bid Price Schedule, and such form shall be signed by the legal representative or an authorized representative.

5. Bidding Costs

(1) Bidders shall bear all costs associated with participation in the bidding process, including preliminary preparation expenses.

(2) The tendering entity shall provide the tender documents free of charge and shall not charge any fee for winning-bid services.

6. Bidding Document Materials

(1) A detailed list of technical documentation for the project being bid on shall be included and described in the tender document.

(2) The bidder shall submit a comprehensive implementation plan for technical support and after-sales service in the tender document, which shall include, but not be limited to, the following:

A. After-sales service organizations or outlets (name, address, contact person, telephone number)

B. Information on the technical service team for this project (number of personnel, names, contact numbers, professional qualifications, etc.)

(3) Bidders shall include detailed descriptions of their plans for packaging, transportation, inspection, delivery, and other related matters in the tender documents.

7. With respect to packaging, transportation, inspection, delivery, settlement, warranty, and after-sales service, the final contract provisions shall prevail.

8. The bidder shall specify in the tender document the type of cooperation required from the purchaser.

9. All inquiries regarding this tender shall be subject to the tenderer’s written responses.

V. Agenda

1. Tender issuance date: March 18, 2025

2. Deadline for tender registration: before 5:00 p.m. on March 26, 2025; applications received after the deadline will not be accepted.

Registration methods: in writing and by email (telephone registrations are not accepted).

3. Bid opening time: Tentatively scheduled for 9:00 a.m. on March 27, 2025; any changes will be notified separately.

Bidders shall submit relevant certificates of legal representative qualification, the original power of attorney, and other required documents.

Bidding Location: Conference Room 305, Office Building, Liuzhou Yunli Special-Purpose Vehicle Co., Ltd., China National Heavy Duty Truck Group

Address: No. 12, Leye Road, Xinxing Industrial Park, Liujiang District, Liuzhou City

Contact Person: Shen Biling

Phone: 13877172574

VI. Bid Bond

Bidding entities registering for this tender are required to pay a bid bond of RMB 5,000.00 to China National Heavy Duty Truck Group Liuzhou Yunli Special-Purpose Vehicle Co., Ltd. (Bank: Agricultural Bank of China, Liujiang Xinxing Sub-branch; Account Number: 20132401040001571), with the project name noted in the remittance remarks. The bid bond will be refunded without interest within one month after the bid opening.

The security deposit shall be forfeited in the following circumstances:

① As of the bid-opening deadline, any supplier that, without justifiable reasons and without submitting a written explanation, fails to submit a bid by the bid submission deadline;

② The supplier, after submitting the documents, withdraws from the tender without justifiable reasons;

③ Within 30 days from the date of issuance of the Notice of Award (Transaction), the winning supplier fails to enter into a contract without justifiable reasons;

④ During the bidding process, any instances of bid-rigging, collusive bidding, or sham bidding—i.e., violations of laws and regulations—are verified;

⑤ If a supplier commits a breach of contract or violates applicable regulations, or is the subject of complaints or reports, the performance bond shall be temporarily withheld during the investigation and handling process and shall be dealt with in accordance with relevant provisions upon completion of such process.

VII. Bid Evaluation

This project will result in two successful bidders; in principle, the recommended winning bidder will be determined based on the lowest reasonable bid as evaluated, with no guarantee of award at the lowest price. No explanations will be provided to unsuccessful bidders.

Any adverse records in supply performance will result in point deductions; for serious cases, the bid will be disqualified.

Based on written feedback collected prior to the tender regarding product quality, supply performance, service delivery, and contract compliance, each instance of substandard supply performance shall result in a deduction of 3 points for minor violations and 5 points for serious violations. If two or more entities report significant contract compliance issues, 30 points shall be deducted, the bidder’s winning bid status shall be revoked, and the bidder shall be prohibited from participating in any furniture-related procurement projects organized by the procuring entity for a period of two years.

VIII. Contract Execution

1. The tendering entity shall determine the winning bidder based on the evaluation results submitted by the Evaluation Committee and shall notify the winning bidder in writing; however, the tendering entity makes no commitment to award the contract to the bidder with the lowest quotation.

2. Upon the conclusion of the contract, if the first successful bidder is found to have serious deficiencies in its ability or creditworthiness to perform its contractual obligations, the procuring entity may terminate the performance of this contract and require the said bidder to refund all payments already made. The procuring entity shall not be liable for breach of contract, and such bidder shall be prohibited from participating in any office-furniture procurement projects organized by the procuring entity for a period of two years. The second-ranked bidder shall then step in to enter into the contract and fulfill the subsequent delivery and service obligations.

3. The successful bidder shall, in accordance with the performance obligations stipulated in the contract and on the premise of ensuring quality, complete the awarded project; the successful bidder shall not sub-contract or further sub-contract the awarded project to any third party. Any such violation shall be deemed a breach of contract, and the tendering entity shall have the right to terminate the contract.

IX. Annulment of Bidding and Termination of Tendering

1. If a bidder falls under any of the following circumstances, its bid shall be deemed invalid, and the procuring entity shall exercise its rights in strict accordance with the provisions of the Tendering and Bidding Law of the People’s Republic of China and other relevant laws, regulations, and rules. In the event that the bidder causes losses to the procuring entity, the latter shall have the right to claim compensation, which the bidder shall be obliged to pay.

(1) The bidder submits qualification or credential documents that are non-compliant, untrue, or contains false bidding materials;

(2) The bidder withdraws its bid within the validity period of the quotation;

(3) During the entire bid evaluation process, the bidder engages in any activity intended to influence the impartiality of the evaluation results;

(4) Bidders shall, in any manner, disparage other bidders;

(5) Collusive bidding by bidders;

(6) Bidding in another person’s name or engaging in other forms of fraud to fraudulently obtain the bid;

(7) Other circumstances prescribed by laws and regulations;

(8) Associated entities that have a shareholding relationship with each other or share the same legal representative (or person in charge) shall not simultaneously submit bids for the same package of this project; otherwise, their bids shall be deemed invalid.

2. In any of the following circumstances, the tendering entity shall have the right to reject all bids and terminate the tendering process.

(1) Competitive Negotiation: Where the number of qualified bidders or bidders who have submitted substantially responsive bids is fewer than two;

(2) Where unlawful or non-compliant conduct occurs that undermines the fairness of the procurement process;

(3) All bids submitted by the bidders exceed the procurement budget;

(4) Where the procurement task is canceled due to a major unforeseen event;

(5) Other circumstances prescribed by laws and regulations;

X. Technical Agreement

I. Project Name: Procurement Project for Office Furniture and Office Furniture Services for China National Heavy Duty Truck Group Liuzhou Yunli Special-Purpose Vehicle Co., Ltd.

II. Products:

(1) Delivery Address: No. 12, Leye Road, Xinxing Industrial Park, Liujiang District, Liuzhou City;

(2) Main technical parameters: Bidding products must not have any negative deviations in their specified parameters;

III. Services

1. During the warranty period, if any quality issues arise with the product, the manufacturer shall provide free warranty service and replace defective parts at no charge.

2. The Seller is obligated to provide the Buyer with guiding advice and rationalization proposals regarding the proper use and functional development of the products, to remind the Buyer of calibration, inspection, maintenance, and operational precautions for each critical component, and to offer various free consultation services.

IV. Technical Requirements for Office Furniture Service Projects

(1) Designate experienced management personnel to assist with the quantitative registration of furniture dismantling and relocation, the development of work plans, and the coordination of vehicle and staff deployment as well as on-site management. Based on the day’s volume of furniture dismantling and relocation, appropriately increase the number of on-site supervisors to ensure that the work is completed in an orderly manner.

(2) The dismantling, installation, and transportation work shall be carried out strictly in accordance with the tenderer’s plan and requirements. If temporary adjustments or supplements to the plan are necessary, the successful bidder shall dispatch management personnel and allocate emergency vehicles to meet the tenderer’s needs.

(3) Personnel involved in disassembly, assembly, and handling must be appropriately dressed, conscientious and responsible, maintain a positive attitude, and conduct themselves in a courteous and civilized manner.

(4) Disassembly and Reassembly Requirements: Furniture must be disassembled and packaged in a manner that ensures no scratches or damage; after reassembly, all disassembled furniture must function properly.

(5) All items shall be moved from the removal location to the designated location in the specified room of the designated building.

(6) Handle with care during transportation, arrange items appropriately, and ensure there are no shortages or damages.

(7) During loading, items must be separated using protective blankets, shock-absorbing pads, and other suitable materials, and appropriate measures must be taken to protect against rain (water), fire, compression, and impact.

(8) The transportation process must be smooth, with bumps and vibrations minimized to ensure safety.

(9) During the relocation process, in the event of loss or damage to items, or damage to the premises and its ancillary equipment and facilities, compensation shall be made at the original cost (as recorded in the fixed asset ledger). If the value cannot be clearly determined, the matter shall be resolved through mutual consultation between Party A and Party B.

(10) During the dismantling, assembly, and relocation processes, any traffic accidents or casualties that occur shall be the sole responsibility of the relocation service provider (the winning moving company).

X. The final interpretation of this tender shall be vested in China National Heavy Duty Truck Group Liuzhou Yunli Special-Purpose Vehicle Co., Ltd.