Invitation for the market consultations with interested suppliers for upcoming procurement procedure “IT strategy for RB Rail AS”,

Announced: 21.02.2022
Updated: 11.05.2022
Submission Date: 04.03.2022

 

  1. Contracting Authority:

RB Rail AS

Reg. No. 40103845025

Address: Satekles iela 2B, Riga, LV-1050, Latvia

 

  1. Contracting Authority’scontact person:

Procurement specialist Žaneta Podniece

e-mail: zaneta.podniece@railbaltica.org

phone No.: +37129356405

 

  1. Legal basis for the consultation:

The consultation is organized in accordance with the regulation of Section 18 (2) of the Public Procurement Law, which provides rights for the contracting authority to organize a consultation with suppliers (market research) in order to prepare for the anticipated procurement procedure and inform potential suppliers about the procurement plan and requirements.

 

  1. Subject-matter of the procurement:

The Rail Baltica joint venture and global project coordinator RB Rail AS, and the contracting authority of the planned procurement, seeks for the most suitable organisation to work with in defining the long-term IT Strategy for RB Rail AS and Rail Baltica.

 

  1. Purpose of the consultation:

To inform interested suppliers about the planned procurement exercise and the content of the subject-matter, as well as to obtain feedback from the interested suppliers regarding the main requirements.

 

  1. Time and place of the consultation:

On 4th March 2022 at 13:00 online (Riga time), using the Microsoft Teams app (planned duration of the consultation ~ 2 hours).

In case of changes, representatives of interested suppliers will be informed and the respective information posted on the Contracting Authority’s website:  https://www.railbaltica.org/tenders/ where this invitation is published.

 

  1. Procedure of application of interested suppliers for participation in the consultation:

The market is invited to participate in the consultation meeting and provide feedback on the draft scope of works documentation available here: DRAFT_Technical specification of IT Strategy (download).

 

The market is invited to submit questions (if any) prior to the meeting and not later than by 2nd March 2022, 10:00 (Riga time) as well as provide answers to the questions provided by the Contracting Authority by sending them to the specified e-mail of the Contracting Authority’s contact person.

Please use the form for questions available hereQUESTIONNAIRE (download)

 

After the consultation meeting and not later than by the 8th of March 2022 10:00 (Riga time), the interested suppliers are invited to provide feedback (if any) on the draft scope of works documentation by sending it to the specified e-mail of the Contracting Authority’s contact person.

To participate in the consultation, the interested supplier shall apply till 4th of March 2022, 10:00 (Riga time) by filling out the form HERE.

To apply for participation in the consultation, the interested supplier shall specify its name, registration number, name and surname of its representative, representative’s e-mail and representative’s phone number.

The invitation (link) to consultation will be sent to the representative of the interested supplier to the e-mail specified by him/her no later than by 4th March 2022 10:00 (Riga time).

 

  1. Matters to be discussed during consultation:

 

Consultation’s agenda:

  1. Introduction to the main rules of the meeting;
  2. Introduction to the Rail Baltica Global project;
  3. Information on the procurement of “IT Strategy for RB Rail AS” of general description and scope of works.
  4. Q&A session.

During the consultation, the Contracting Authority will present information in English.

The interested suppliers, who will participate in the consultation, shall take into account that the consultation will be documented (incl. it will be recorded) and general summary published. The information provided during the consultation will be disclosed to third persons in order for the Contracting Authority to ensure transparency of the process, observation of the principle of equal treatment and not to restrict the competition.

During the consultation interested suppliers shall consider whether the information provided by them is considered as commercial secret or confidential and restrain from disclosing such information. It is the sole responsibility of the interested suppliers not to disclose any commercial secret or confidential information.

Questions submitted will be discussed during the common meeting with all interested suppliers by not disclosing the name of the interested supplier who submitted questions.

 

  1. Documenting of the consultation and publication of the documentation:

The participants of the discussion will be registered for the needs of organizing the consultation.

The consultation will be documented for the preparation of a summary of the consultation (a recording in Microsoft Teams will be retained, but not published).

A short summary of the progress of the consultation, questions asked, and answers provided, as well as the feedback provided, will be published on the Contracting Authority’s website: https://www.railbaltica.org/tenders/, where this invitation is published.

PRESENTATION: (download)

DRAFT_Technical specification of IT Strategy_Word document (download).

Please find the summarized results of the consultation: 

Minutes of the market consultation meeting with interested suppliers for anticipated procurement procedure “IT Strategy for RB Rail AS”  (download).

  1. Additional information:

The Contracting Authority and its representatives during the consultations will provide only general information about the subject-matter of the planned procurement procedure, which may change later during the development of the documentation for the specific requirements. This information does not entail any legal consequences (rights and duties) for the Contracting Authority and interested suppliers.

The publicly available information about the Rail Baltica project is available on the website:

https://www.railbaltica.org/