Provision of VDR Services Tender, Greece - 51251627

Procurement Summary

Country : Greece

Summary : Provision of VDR Services

Deadline : 23 Mar 2021

Other Information

Notice Type : Tender

TOT Ref.No.: 51251627

Document Ref. No. :

Competition : ICB

Financier : Other Funding Agencies

Purchaser Ownership : -

Tender Value : Refer Document

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Tender Details

Request for proposals are invited for Provision of VDR Services to the Hellenic Republic Asset Development Fund SA (“HRADF”).

REQUEST FOR PROPOSALS FOR THE PROVISION OF VDR SERVICES TO THE HELLENIC REPUBLIC ASSET DEVELOPMENT FUND SA (“HRADF”) IN RELATION TO THE UNDERGROUND GAS STORAGE FACILITY IN SOUTH KAVALA Athens, March 12th, 2021

1. Introduction

1.1. Pursuant to:

i. the provisions of Law 3986/2011 on “Emergency Implementation Measures for the Medium-Term Fiscal Strategy Framework 2012-2015” (Government Gazette Α-/151/2011), by virtue of which the Hellenic Republic Asset Development Fund SA (“HRADF” or “Fund”) was established with the sole object of developing, assets of the Hellenic Republic, as well as assets of public law legal entities (bodies) or public companies, the share capital of which is fully owned, directly or indirectly, by the Hellenic Republic or public law legal entities.

ii. the decision no. 195/27.10.2011 of the Inter-ministerial Committee of Asset Restructuring and Privatisation (Government Gazette B- 2501/04.11.2011), the Hellenic Republic transferred to HRADF its rights of a proprietary nature and the right to grant a concession in the almost depleted natural gas field "South Kavala", for its use, conversion, development and operation as an underground natural gas storage facility (“UGS”), in accordance with Article 93 of Law 4001/2011 (Government Gazette A- 179), for a period of up to 50 years following the licensing of the project (hereinafter referred to as "Underground Gas Storage of South Kavala" or "South Kavala UGS");

iii. the provisions of the HRADF-s updated Asset Development Plan (ADP), as approved by the Board of Directors of the HRADF on September 9th, 2020 and endorsed by means of a relevant decision by the Government-s Council for Economic Affairs and Policy on September 10th, 2020 (Government Gazette B-/3868/2020);

iv. the provisions of the Procurement Regulation of HRADF (hereinafter referred to as the “Procurement Regulation”) as amended and codified by the Decision No 2/16128/0025 of the Minister of Finance (Government Gazette B-/476/2014)

The Asset Development Plan of HRADF, as approved, foresees the development and exploitation of the first UGS facility in Greece in the almost depleted offshore natural gas field of South Kavala, located approximately 11km offshore in the Gulf of Kavala in a water depth of 58m, which shall be linked to shore based facilities and a national pipeline network approximately 2km from the gas line landfall.

1.2. Within this framework, HRADF is seeking through a tender process held under the rules of this Request for Proposals (the “Tender Process”), to receive Virtual Data Room (“VDR”) services by a leading and experienced firm (or a consortium) specialized in high-quality VDR services (the “Provider”) for the purposes of HRADF-s ongoing international public tender process for the award of a concession agreement for the use, development and operation of the Underground Gas Storage Facility in South Kavala (the “Project”).


2. Scope of Work - Minimum Requirements
2.1. This assignment includes the provision of VDR services in relation to the Project. The VDR services
to be provided must meet the following minimum requirements:
• Constant availability of customer and users support
• Ability to include watermarks in every document and assign different permission on a per
document level.
• Unlimited Number of users and storage
• Advanced Questions and Answers (“Q&A”) module with the ability to:
i. Manage multiple topics
ii. Assign questions to different users
iii. Attach document to questions and/or answers and
iv. Export all questions and answers in excel format
• Bulk upload of files and documents with the ability to retain the same indexations when uploaded
• Ability to generate traffic statistics report
• Ability to bulk download the entire content of the VDR
• Ability to Include custom disclaimers before being able to view the VDR content
• GDPR Compliant handling of personal data
• SOC 2 compliant.
2.2. The Provider must host the data to be uploaded on ISO 27001 Certified servers to ensure security,
availability, and privacy of the data.
2.3. The Provider must engage at least three (3) administrators readily available for the administration
of the VDR services.
2.4. The Provider must provide free of charge at least two (2) encrypted USBs including the entire VDR
at the termination of the engagement.
3. Budget and timeline
3.1. The VDR services shall be provided for duration of up to eighteen (18) months following the date
on which the VDR facility is made accessible to external users, i.e., prequalified investors and their
advisors (the “Execution Period”). The VDR services shall be provided free of charge for a period
up to three (3) months as of the signing of the relevant contract with the Provider, during which
the VDR facility shall be accessible to HRADF-s team and advisors for the Project (the “Preparatory
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Period”). Following the expiration of the Execution Period, the duration of the engagement may
be extended on a monthly basis and for an additional period of up to twelve months (the
“Retention Period”), in accordance with the Procurement Regulation of the Fund, if such
extension is deemed necessary by HRADF.
3.2. The maximum available budget for the provision of the VDR services is One Hundred Fifty
Thousand Euros (€ 150, 000) excluding VAT. The available budget includes any and all expenses
required to complete the assignment.
4. Qualification and Criteria
The Proposals of the Interested Parties are required to include the following:
4.1. Compliance to the minimum requirements (Dossier A): The Interested Parties are required to
demonstrate that they meet the minimum requirements for the provision of the VDR services as
described under Section 2 of this Request for Proposals. Interested Parties are required to submit
their accreditations, certifications, any other respective documentation, along with any
recommendations from companies and bodies to which they have provided VDR services in order
to prove their compliance to the minimum requirements for the provision of the VDR services as
described under Section 2. The respective dossier of the Proposal must also include the required
documentation as regards certification according to ISO 270001.
4.2. Financial Offer: The Proposal is required to include a detailed financial offer in Euro (€), including
an analysis and structure of the quotation of fees (Dossier B):
For the Execution Period:
Detailed per MB pricelist for uploading any type of file, broken down as follows:
(a) Price per MB for files up to a total file size of 100 GB.
(b) Price per MB for files of total size 100 GB (applicable to the file size above 100GB).
For the Retention Period:
(c) Detailed per MB per month pricelist for documents already uploaded.
The Financial Offer must be unconditional and without any reservations and it cannot exceed the
Budget stated in paragraph 3.2 of this Request for Proposals.
4.3. Interested parties must declare in writing that they and the proposed VDR administrators do not
have a conflict of interest at the time of the Submission of their Proposal with the Project. Such a
declaration confirming the absence of any conflict of interest shall be in effect throughout the
term of the engagement of the VDR Provider with HRADF.
4.4. Interested Parties must meet all the qualifications described under this Section. Candidates who
fail to submit their Proposals fully compliant to the qualifications required under this Section of
this Request for Proposals, shall be disqualified from the Tender.
4.5. The Provider must observe and abide by the rules provided for in art. 7 of the Law 3049/2002 and
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particularly their professional code of conduct and relevant confidentiality rules even after the
conclusion of their engagement.
5. Selection Process
5.1. The assignment will be awarded in accordance with the provisions of the Law 3986/2011 and
article 2.3 of the Procurement Regulation of HRADF (Min. Finance Decision 2/16128/0025/2014,
Governmental Gazette B- 476/26.02.2014), as in force.
5.2. The Proposals submitted by the Candidates will be assessed and evaluated on the basis of their
Financial Offer and according to the Weighted Average Cost per MB to be calculated as follows:
Scoring Formula
The lowest of: (50% * price per MB up to 100GB execution period) + (30% * price per MB for more
than 100GB execution period) + (20% * price per MB for the retention period)
5.3. The tender will be awarded to the Candidate with the lowest Weighted Average Cost per MB
(“Preferred Bidder”). HRADF has the right to declare the Candidate with the second lowest
Weighted Average Cost per MB score as the substitute of the Preferred Bidder (“Substitute
Preferred Bidder”).
5.4. HRADF may request additional documents and/or clarifications and/or information from the
Candidates in connection with any issue related to their Proposal, if deemed necessary.
5.5. The Proposal, cumulatively consisting of DOSSIERS A and B, and the declarations confirming the
absence of any conflict of interest and any other supporting documentation which proves the
suitability of the Interested Parties for the provision of VDR services as per the minimum
requirements described under Section 2, are permissibly submitted:
i. either electronically, by e-mail at the e-mail address: tender@hraf.gr (for the attention of
Mrs. Chryssoula Rallia), marked “REQUEST FOR PROPOSALS FOR THE PROVISION OF VDR
SERVICES IN RELATION TO THE UNDERGROUND GAS STORAGE FACILITY IN SOUTH
KAVALA” (Please note that the maximum size of the e-mail should not exceed 8MB, the
attached files should not be compressed (.zip) and their names should not exceed 20
characters).
ii. or by uploading the files to a secure electronic file to be created by th

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