REQUEST FOR OFFER
Regarding: EMU E36C PROJECT

Dear Sir/Madam,

In connection with the planned delivery of 6 EMU E36C vehicles (three-car units with separate bogies) for the Lubuskie Voivodeship,  and 4 EMU E36C for the Lubelskie Voivodeship we kindly invite you to submit a commercial offer for the delivery of 10 Train Control and monitoring System in accordance with the requirements below.

1. Subject of the enquiry
E36C_Technical requirements for Train Control and Monitoring System_v0_04.11.2025

If a status of “CB” or “TBD” is entered in the CBC, please write what we have to discuss in the “Bidder's comments” column.

2. Mandatory requirements

2.1 Delivery date

In attachment

2.2 Warranty
The Bidder  is obliged to provide a quality warranty for each vehicle for a period of:

• at least 36 months from the moment the vehicle is handed over to the end user
• but no longer than 42 months from the date of vehicle delivery

2.3 Payment terms

The minimum payment term is 30 days from the date of delivery of a correctly issued VAT invoice.
The preferred payment term is 60 days.

3. Requirements for the Bidder
3.1 Authorization to perform activities
A Bidder  may apply for the contract if they:

• are not related to the Ordering Party (FPS) by capital or personal ties, meaning there are no mutual connections between the Ordering Party or persons authorized to incur obligations on behalf of the Ordering Party or persons performing activities related to the preparation and conduct of the selection procedure on behalf of the Ordering Party, and the Bidder , in particular: participation in a civil or personal partnership, holding at least 10% of shares or stocks, acting as a member of a supervisory or management body, proxy, attorney-in-fact, being in a marriage, direct line kinship, second-degree collateral kinship, adoption, guardianship, or custody.
• • hold a valid ISO 22163 or ISO 9001 certificate; the Ordering Party accepts equivalent standards certificates — in such a case, the Bidder  shall document the equivalence of these standards at their own cost by attaching relevant copies.

3.2 Knowledge and experience

The Bidder  must have the technical, organizational, financial background and workshop equipment necessary to perform the subject of the order. The Bidder  shall demonstrate that during the last 5 years prior to the offer submission deadline, or if operating for a shorter period — during this period — they have duly completed at least two deliveries of products with the same functionality. To confirm the fulfillment of this condition, the Bidder  shall present a written list of completed deliveries indicating their subject and declare that they were duly performed.

3.3 Economic and financial situation

The Bidder  must not be in arrears with the payment of taxes and social or health insurance contributions unless they hold an appropriate exemption, deferral, or decision from the competent authority. No restructuring proceedings with liquidation of assets, liquidation or bankruptcy proceedings may be pending against the Bidder , except in cases where, after the declaration of bankruptcy, a legally binding arrangement was concluded that does not provide for liquidation of assets.

4. Conditions of execution

The execution of orders will be based on detailed orders placed by the Ordering Party via email. Confirmation of order acceptance must be provided within a maximum of 5 working days from its receipt. The Bidder  is required to be ready to adapt to the delivery schedule and quality procedures, including First Article Inspection (FAI) and audits by the Ordering Party. We require the signing of a project agreement, a draft of which is attached. Please send comments to the contract content (in track changes mode) along with your offer.

5. Offer preparation

The offer should contain at minimum:

1. Confirmation of compliance with all mandatory requirements
   1. Information on delivery dates in accordance with the requirements
   2. Confirmation of warranty conditions
   3. Payment terms including the 60-day preference

2. Comments to the OPZ in CBC form together with a statement confirming compliance with standards
3. Net unit price of the Goods + VAT per one vehicle
4. Total net price of the Goods + VAT for the planned number of vehicles covered by the basic order
5. Total net price of the Goods + VAT including the additional option for 4 additional vehicles
6. Confirmation of holding a valid ISO 22163 or ISO 9001 certificate (or equivalent) and documents confirming experience
7. Statement of no capital or personal ties with the Ordering Party
8. Statement regarding economic and financial standing
9. Comments to the draft agreement (in track changes mode)
10. Contact person details

6. Offer evaluation

Only offers that meet all the requirements specified in this enquiry will be evaluated. The evaluation criteria will be: price, delivery date, warranty conditions, bidder’s experience.

7. Additional formal conditions

Offers may be submitted only in Polish or English. The binding period for the offer is minimum 60 days from the deadline for submission of offers. The cost of preparing and delivering the offer is borne by the Bidder. Offers submitted after the deadline or failing to meet the technical, formal, or legal requirements will not be evaluated.

8. Additional information

In case of questions, please contact:

Michał Dybek
Technical Project Leader Electrical Design Section
m.dybek@fpspoznan.pl +48 537 300 092

Krzysztof Spisak
Technical Project Leader Mechanical Design Section
k.spisak@fpspoznan.pl +48 534 529 663

9. Course of the Offer Procedure and Supplier Selection:

This offer procedure is a private process and is not subject to public procurement law.

For the 10 E36C EMU project, signing a project agreement is required.

10. Course of the Offer Procedure and Supplier Selection:

freely and selectively choose suppliers

change the scope of the tender and its course

reject offers, withdraw, and close the offer procedure without selecting a final supplier and without any liability towards the bidders, as well as without providing any reason

Regulations:

By submitting an offer, the bidder confirms that they have read and accepted the content of the request for quotation and the regulations available at the following link:

https://fpspoznan.logintrade.net/portal,regulamin.html

For questions regarding the operation of the Logintrade platform, please contact its operator directly at:

Phone: +48 71 787 35 34

Email: helpdesk@logintrade.net