Request for proposal RFP - 027311 - TENDER FOR REFERENCE PRODUCTS  

In connection with the co-financing of the projects entitled: 

1. Project “Development, clinical confirmation of bioequivalence and implementation of a new generation combination ternary inhalation drug in the systematic therapy of COPD”, contract number 2022/ABM/04/00011 – 00 (hereinafter: the “Trelegy Project”). 
2. Project  “Development, clinical confirmation of bioequivalence and implementation of a new generation combination inhaled drug in the systematic therapy of COPD”, contract number 2022/ABM/04/00012 – 00 (hereinafter: the “Anoro Project”). 
3. Project “Development, clinical confirmation of bioequivalence and implementation of a new generation complex inhaled drug in the systematic therapy of respiratory diseases Asthma and COPD”, contract number 2022/ABM/04/00013 – 00 (hereinafter: the “Relvar Project”). 

financed by the State budget from the Medical Research Agency pursuant to § 8 of the co-financing agreement, Adamed Pharma S.A.. invites to submit tenders for the below-defined service. 

Subject of Order

1. The subject of the order is the supply of reference products under the terms and conditions set out in this Request for Quotation, within the period anticipated by the Contracting Authority from April to June 2026 (the indicated period is indicative only, and the Contracting Authority reserves the right to extend this period until the end of 2026). A detailed list of items together with the indicated quantities is provided in Appendix No. 3.  
2. Place of delivery of the products: 
   Adamed Pharma S.A. 
   ul. Marszałka Józefa Piłsudskiego 5 
   95-200 Pabianice 
   Poland 
3. The products offered within the procedure must be brand new, not expired (with an expiry date no earlier than 09.2027 for products under the Anoro project, no earlier than 07.2027 for products under the Trelegy project, and no earlier than 05.2027 for products under the Relvar Ellipta 184/22 and Relvar Ellipta 92/22 projects), and original products from the manufacturer, sourced from the UK market (for research purposes). 
4. As a result of the completion of the procedure, the Contracting Authority shall conclude agreements with the selected Suppliers. The purpose of the procedure is to establish the terms and conditions governing orders that may be placed by the Contracting Authority during the term and on the basis of the Agreement, in particular with respect to prices, delivery times, and the scope of the ordered items. The Contracting Authority shall purchase products from the selected Supplier only if, during the term of the Agreement, a need for their purchase arises. 
5. It is permissible to place supplementary orders with the selected Bidder solely where such orders are consistent with the main objective of this Agreement and provided that their total value does not exceed 50% of the value of this order. 
6. Deliveries of the subject matter of the order shall be carried out at the Supplier’s expense to the registered office of the Contracting Authority. Deliveries must be carried out under controlled conditions in accordance with the product leaflet (Appendix No. 7 – Declaration of ensuring transport under controlled conditions in accordance with the product leaflet, including a data logger (according to the Supplier’s own template). On behalf of the Contracting Authority, delivery orders shall be placed by a person designated by the Contracting Authority. No signed delivery confirmation is required. Receipt confirmation shall be performed electronically via the Adamed Purchasing Platform. 
7. Where a specific product name (brand) is used in the specification, the Contracting Authority allows, with respect to such items, the submission of offers including an equivalent product (brand). An “equivalent” product (brand) shall mean a product with properties not inferior to those specified in this Request for Quotation. For the purpose of confirming the quality of equivalent products (brands), the Supplier shall attach to the offer relevant documents (quality specification, certificate of quality control, certificate of analysis, or other equivalent documents) clearly demonstrating that the offered subject matter of the order has the same or better quality parameters. The burden of proving equivalence, in accordance with the parameters described in Appendix No. 3, shall rest with the Supplier. The Supplier shall be obliged to demonstrate that the offered supplies meet the requirements specified by the Contracting Authority. 
8. On behalf of the Ordering Party, orders for deliveries will be placed by a person designated by the Ordering Party. Signing a delivery confirmation is not required. The person will confirm receipt electronically on the Adamed Purchasing Platform.

Conditions for participation in the proceedings

1. The contract may not be awarded to entities related to the Ordering Party personally or by capital. Capital or personal ties are understood as interrelationships between the Ordering Party and the Supplier or persons authorized to incur liabilities on behalf of the Ordering Party or persons performing on behalf of the Ordering Party activities related to the preparation and conduct of the Supplier selection procedure, consisting in particular of:
   1. participation in the company as a partner or partnership, 
   2. owning at least 10% of the shares, 
   3. the functions of a member of the supervisory or management, proxy, 
   4. remaining married in consanguinity or affinity in a straight line, second-degree consanguinity or affinity of the second degree in the collateral line or by adoption or guardianship. 
      To meet this requirement, the Bidder must submit a signed Declaration of No Affiliation (Appendix 1) with their bid.
2. Orders cannot be awarded to:
   1. a Contractor referred to art. 7 sec. 1 indicated in lists specified in Regulation no 765/2006 and Regulation no 269/2014 or entered in list on basis of a decision on entry in the list deciding on application of measure referred to article 1 point 3 of the Act of April 13, 2022 on special solutions in field of counteracting supporting aggression against Ukraine (Polish Journal of Laws no 835).
   2. a Contractor whose beneficial owner within meaning of the Act of 1 March 2018 on counteracting money laundering and financing terrorism (Polish Journal of Laws no 593 and 655) is a person indicated in lists specified in Regulation 765/2006 and the Regulation 269/2014 or entered on  list or being such a beneficial owner from February 24, 2022, provided that it was entered on list on the basis of a decision on entry in the list determining application of measure referred to in art. 1 point 3 of the Act of April 13, 2022 on special solutions in field of counteracting supporting aggression against Ukraine (Polish Journal of Laws no 835);
   3. a Contractor whose parent undertaking or subsidiary entity within the meaning of Art. 3 sec. 1 point 37 and 39 of the Accounting Act of 29 September 1994 (Polish Journal of Laws no 217, 2105 and 2106) is an entity indicated in the lists specified in Regulation 765/2006 and Regulation 269/2014 or entered on the list or being such a parent undertaking from February 24, 2022, provided that it was entered on list on the basis of a decision on entry in list determining application of measure referred to in art. 1 point 3 of the Act of April 13, 2022 on special solutions in field of counteracting supporting aggression against Ukraine (Polish Journal of Laws no 835).
      In order to meet this condition, the Supplier is required to submit a signed sanctions declaration (Appendix 2) to this request for proposals along with the offer.

Method of preparing the offer 

1. The title of each correspondence should include the number of the procedure 
   RFP-027311 2022/ABM/04/00011/0012/0013 - TENDER FOR REFERENCE PRODUCTS  
2. Deadline for submitting Offer is 13h of February 2026 at 23:59 CET. The deadline may change, all Suppliers will be informed by e-mail from the Procurement System.  
3. Questions should be submitted using the sheet Appendix_5 RFP_027311_Questions_ Company Name. Questions will be answered until the end of the procedure. Late submission of questions from the point of view of the closing date of the procedure may result in a lack of time to provide the required answer. In order to ensure equal access to information to all Bidders participating in the procedure, questions and answers (concealing the author of the questions) will be sent to all Bidders. 
4. Any Supplier may submit only one offer.  
5. The Contracting Authority allows the submission of partial offers covering selected items. It is not possible to submit an offer for the delivery of individual reference products in quantities smaller than the number of packages indicated in Appendix No. 3. 
6. The offer should be prepared on the excel spreadsheet which constitutes Appendix to this offer: Appendix 3 RFP 027311 Proposal CompanyName. If Appendix 3 is not filled out, the offer will not be considered.  
7. Offer along with the required attachments, may be submitted to the Adamed Procurement System at https://supplier.ariba.com. (in accordance with the attached instructions) 
8. Access to the Procurement System SAP Ariba Sourcing the Supplier obtains through the registration to verify the existence of the company. Basic information such as country, tax identification number, postal code, contact details, etc. should be provided.  
9. Supplier's Offer should be comprehensive in Polish or English, electronically.  
10. The offer should include at a minimum the following information: the name and address of the Supplier, the request for quotation number, the date, the price (PLN/EUR), delivery time (time required for delivery, expressed in days), quantity (scope of the offer, number of items included in the offer, expressed as a whole number), and payment terms (expressed in days). 
11. If prices in the offer are expressed in a currency other than PLN, they will be converted using the average NBP exchange rate on the date of publication of the tender. If the table of average NBP rates is not published on the date of publication of this procurement announcement, the rate from the last published table prior to the date of the announcement shall apply. 
12. The Contracting Authority attaches a signed checklist to the Request for Quotation (Appendix No. 4), which allows verification that all required documents have been submitted.Tenders submitted after the deadline will not be considered.  
13. The Supplier before time-limit for receipt of tenders is entitled: 
    a. to withdraw the offer by written notification by e-mail indicated for the submission of tenders,  
    b. to change the offer – notification of the changes must be submitted by the same rules as the submitted offer, appropriately marked with the note "CHANGING THE OFFER".  

Evaluation of submitted offers and selection criteria

1. The Contracting Authority is entitled to reject the tender submitted by the Supplier who does not meet the conditions for participation in the proceedings, or if the offer is incomplete or incompatible with this request. 

2. Selection criteria:

   1. Net price (PLN/EUR), the weight criterion - 70%, of the total score. 
   2. Payment terms. Expressed in days. The payment term will apply from the date the invoice is submitted by the winning Supplier. In the case of different terms or ranges being provided, the longest declared term will be considered for evaluation – 20% of the total score. 
   3. Certificate of Analysis (CoA) – 10% of the total score. A statement confirming possession of the certificate will not be considered equivalent to the actual certificate. 
3. The Ordering Party shall evaluate offers based on the results of accumulated number of points calculated on the basis of above criteria and scores

4. Criteria	Weight [%]	Assessment method according to the formula
   Net price of the servis	70%	net price of the lowest offer / net price of the examined offer x 100 x weight % = number of points
   Lead time	20%	Lead time of tested offer/ Longest declared lead time x 100 x weight % = number of points
   Certificate of Analysis (CoA)	10%	Number of certificates submitted × 100 × 10%) = Number of points  Failure to provide a Certificate of Analysis (CoA) = 0 points.

5. The amounts of points for each criterion after summing up will be the final number of points awarded by each tender. As the most advantageous offer will be considered that which obtains the highest number of points.  
6. The results of the mathematical calculations carried out in the evaluation of tenders are rounded to the second decimal place. In case of equal scores for at least two offers the Contracting Authority will make the final choice of the offer more favorable when it comes to the impact on the environment (including the number of laboratory animals planned to use). For this purpose, the Contracting Authority shall have the right to call the Suppliers, whose tenders have obtained the highest final points, to complete the offer by giving indicated by the Contracting Authority information about an impact of the offer on the environment. The deadline to complete the offer will be determined by the Contracting Authority, but it cannot be less than 3 working days from receipt of the request.  

The choice of Supplier and way of announcing

1. The Contracting Authority will select the most advantageous offer on the basis of the selection criteria defined in this request for proposal. 
2. Information about the results of the procedure will be published on the Adamed Pharma website www.adamed.com.pl and will be sent to each Supplier who submitted their offer.

Additional Information Regarding Participation in the Procedure

1. The Request for Quotation is available on the Adamed Group Procurement Platform at https://supplier.ariba.com and on the Adamed Pharma S.A. website: https://www.adamed.com/. 
2. Login credentials required to access the Procurement Platform will be provided to Suppliers by the Operator via e-mail. 
3. Technical requirements: To work smoothly with the Procurement Platform (https://supplier.ariba.com), users should have at least the following technical capabilities: 
   1. A PC or MAC computer with a 1 GHz processor or faster and a minimum of 512 MB RAM, 
   2. A stable Internet connection with a guaranteed bandwidth of at least 1 Mb/s, 
   3. The latest version of a web browser: IE 9.0+, Mozilla Firefox 24+, Chrome 26+, or Safari 5+. 
4. The procedure will only be repeated in the event that it cannot be conducted due to reasons attributable to the Operator or the Contracting Authority. Technical issues on the part of the Suppliers will not affect the course of the procedure. 
5. Before participating in the procedure, it is recommended to review the User Guide for the Procurement Platform attached to this procedure. 
6. The start and end dates as well as the configuration of each stage of the procedure will be presented on the Procurement Platform and may be subject to change; all interested Suppliers will be promptly notified by e-mail through the system. 
7. During the procedure, Suppliers may contact technical support at +48 539 737 818 or through the Help section in the platform application. 

General provisions

1. By participating in the procedure, the Bidder declares that its offer shall remain valid for a minimum period of 90 days. 
2. The contracting authority reserves the right to cancel the procedure at any stage without giving any reason. 
3. In the case of cancellation of the contract the Suppliers are not entitled to claim for reimbursement of the costs of participation in the proceedings.   
4. Submission of the application for registration in the process or tender is implies acceptance without reservation all the conditions of the proceedings.  
5. Withdrawal by the Contracting Authority from the conclusion of the contract after the notification the Supplier about the selecting the offer, cannot be the basis for claims of incurred costs of participation in the proceedings.  
6. In the process of evaluating Offers the Contracting Authority may seek information from the contractors concerning the content of their documents.   
7. If the application does not contain all the required elements, the Contracting Authority may in justified cases call the Supplier to complete it.  
8. The Contracting Authority reserves the right to record sound during technical meetings with suppliers. Submission of the offer will be treated as giving consent to the recording of the meeting.  
9. The Contracting Authority allows negotiations of the contract terms and conditions with the bidders.  
10. As a result of the conclusion of the procedure, the Contracting Authority shall enter into agreements with the selected Suppliers. 
11. Conditions for Amendment of the Agreement: 
    The Contracting Authority may introduce material amendments to the Agreement concluded as a result of the procurement procedure, in relation to the content of the offer on the basis of which the Contractor was selected, provided that it becomes necessary to amend the scope of delivery specified in the offer and/or agreed in the Agreement as a result of: 
12. necessary or justified amendments to the design documentation arising from circumstances that could not have been reasonably foreseen at the time of the procedure, 
13. the necessity or technical and economic justification for the use of equivalent materials and equipment. 
    Any amendments, modifications, or supplements to the Agreement concluded with the selected Contractor shall be made exclusively in the form of written amendments (annexes) to the Agreement, duly signed by both Parties; otherwise, such amendments shall be null and void. 

Cooperation and communication in the course of preparing responses 

1. Any questions should be submitted using the SAP Ariba Sourcing or by e-mail: kamil.braksator@adamed.com (Appendix 4). 
2. Answers will be provided to all the participants via Procurement System SAP Ariba Sourcing.   
3. The person authorized to contact the bidders (Monday-Friday between 08:00-16:00 CET) is kamil.braksator@adamed.com

Appendix No 1  (download)

Appendix No 2  (download)

Appendix No 3  (download)

Appendix No 4  (download)

Appendix No 5  (download)

SAP Ariba Supplier’s user guide - SAP Ariba Network registration (download)

Supplier's instructions - Creating an offer on the Portal SAP Ariba Network (download)