Tendering in Poland
INTRODUCTION Company Setup Tendering Project Delivery
COMPANY SETUP Can be Irish or Polish Registered to Partake in Public Tenders Critical Issue – Utilising Company References & Resources JV with Parent Company New law requires only Letter of Permission VAT Number Possible to Operate without Easier to Operate with oSub-Consultants charge VAT Accountants can advise on process
COMPANY DOCUMENTATION Certificate of Incorporation CRO Company Printout Company Memorandum & Articles of Association Tax Clearance Certificate Declaration on Oath Directors Eligibility Letters Tax Clearance Certificate Letter Change of Registered Name / Address Certificates – (If Relevant)
PREPARATION OF COMPANY DOCUMENTS Stamped and signed by a Solicitor Copies of the original must be stamped as True Copies of the Original Signed by a Solicitor Company statements should be printed on company headed paper and signed by two directors Apostilled in the department of Foreign Affairs Except Company Statements DoF will not Apostille any document that does not have the Solicitors Signature on it Solicitors stamp on its own will not suffice All documents must have Polish translation Copies of all documents are submitted in tenders originals, with solicitor signatures and Apostilles, must be available for inspection
PROJECT SPECIFIC TENDER DOCUMENTS Documents to be in Place Insurance Certificates Bank Reference Letter confirming credit amount required by tender Power of Attorney Letter Signed by two directors Tender Specific Project Reference Letters List of Licensed (Chartered) personnel proposed for specific duties required by tender
PROJECT REFERENCE LETTERS Reference Projects - completed within the last 3 years Signed Client Reference Letter As detailed as possible In general references should include: Dates – to the nearest month of completion of each stage of the project Measurements – Areas of Buildings, Lengths of Roads, Capacity of Treatment Plants etc Detailed list of services carried out by company Brief Description of project
LICENCED versus CHARTERED ENGINEERS Possible to obtain temporary Polish Licences for Irish Chartered Engineers ‘Transborder’ Licence o Project & Region Specific Documents Required Copy of last page of Passport Copy of Irish Chartership Certificate Copies of Educational Qualification Certificates o Masters Degree makes process easier Company letter confirming personnel employment (Signed by one Director) Power of Attorney appointing proxy Statement of Workload Application to relevant chamber
DIFFERENCES IN TENDERING; Ireland v. Poland Single stage process (generally) Deposit’s required for each tender and vary in size Tender Selection Criteria is usually awarded on 100% price Generally there are only minimum requirement standards with no quality marking Preparation of bids is a lot less cumbersome & time consuming Initial tender ranking generally available on the day of submission Protest Period Opportunity to check other companies documentation for errors, and omissions o Both Technical & Legal
THINGS TO WATCH No standard contract Legal Advice Recommended Read in detail Penalties o Check the rate as they will be applied, by law Risk Transfer Project Timescales – Sometimes Unachievable o When likely to be appointed o Extensions due to delays outside your control are not always granted Project Documentation provided may be in a different format than expected / used to Change of Scope – Doesn't Happen
PROJECT DELIVERY (1) Map for Design Purposes Legal Document Confirm Design Guidelines & Conditions Client, Client Technical Departments, Utility Companies, ZUD House owner Consents etc Permits Required & timeline EIS, Planning, Construction Design to be Checked & Approved by ‘Licenced’ Engineer
PROJECT DELIVERY (2) Paper Trail Hard copy not Technical Translations no ambiguity Format of documents, A4 booklets Level of detail required Logistics of delivery
BEST OF LUCK Happy to answer questions Assist where we can Wish everyone best of luck with future ventures