Call for Tenders No. 16/2025 “Provision of Comarch ERP Maintenance Services in 2026 for HALDEX S.A.”

CALL FOR TENDERS NO. 16/2025

REQUEST FOR QUOTATION

HALDEX S.A. invites you to submit price offers for: the provision of Comarch ERP program maintenance services in 2026 for HALDEX S.A.

I. Detailed scope and method of providing System Maintenance Services

Types and scope of Maintenance Services covered by the subject of the contract for the Client HALDEX S.A.:

No.	Services
1.	Maintenance services consisting of commencing the removal of Failures, Critical Errors, and Errors reported by the Client in the System
2.	Telephone/email consultations regarding the System

Comarch ERP software modules subject to maintenance:

Administration, Sales, Import, Orders, Production, Service, CRM, Accounting, Fixed Assets, Business Intelligence Package II, BI Point, HR Payroll, Process Modelling, Programming Interface, Fiscal Printer Terminal Support, XL e-Reports, HRM.

Detailed description of how Maintenance Services are provided

1) The Contractor undertakes to take maintenance actions in accordance with the response times specified in the table below:

Failure – 12-hour response time. The response time is counted in working hours and days, which will be defined in the Agreement.

Critical Error – 24-hour response time. The response time is counted in working hours and days, which will be defined in the Agreement.

Error – 48-hour response time. The response time is counted in working hours and days, which will be defined in the Agreement.

Failure – the company cannot operate. The System cannot be launched despite functioning infrastructure.
Critical Error – a problem in the functioning of the System in the area of the Client’s main business processes (sales and goods turnover), which prevents the execution of certain operations or the use of some functions within these processes, thus stopping the Client’s business operations.
Error – a problem in the functioning of the System that does not cause data loss or integrity violation and does not stop any of the Client’s main business processes.

2) The Client provides a reporting system – email, phone.
3) A monthly hourly limit will be set for maintenance services, paid in advance as a flat rate. After the limit is exceeded, additional services will be billed hourly at an agreed rate.
4) Service hours: 8:00–8:30 to 16:00–16:30.
5) Contract duration: 02.2026 – 31.01.2027.

II. Client requirements and participation conditions:

The Client does not allow the submission of partial offers.
The offer should include:

the monthly flat-rate fee,
the monthly hourly limit resulting from the main fee,
the hourly rate for work beyond the monthly limit, fixed for the entire contract period,
travel costs in case of on-site work requested by the Client,
Annex No. 3 to the Request for Quotation – the Bidder’s Declaration must be attached to the offer.

The offer price must include all costs related to the performance of the task.
Evaluation criteria – net price.
Offer validity period: 60 days from the final offer submission deadline.
Payment terms – no shorter than 14 days.
Offers must be submitted in person or by post in one copy using the attached Offer Form, in a sealed envelope (with the note Corporate Department, CO No. 16/2025, Bidder’s name, subject of the order) at the headquarters of HALDEX S.A., Katowice 40-951, Pl. Grunwaldzki 8/10, Corporate Department room 542, on working days between 7:00–14:00, or electronically as a password-protected file (e.g., 7-Zip, WinRAR) to the Client’s email: przetargi@haldex.com.pl.
If the offer is submitted electronically, the Bidder must include the access password in the body of the email sent to: przetargi@haldex.com.pl, no later than 10:15 a.m. on 03.11.2025. Electronic offers will be opened by decrypting them using the access code/password provided by the Bidder at the time specified above.
Offer submission deadline: by 03.11.2025, 10:00 a.m. The date and time of delivery to the Client’s headquarters/email inbox determine compliance.
Offers cannot be accessed before the opening time.
No bid bond is required.
The Client reserves the right to conduct negotiations with Bidders whose offers have been correctly submitted and qualified for the next stage of the procedure.
Results announcement procedure:

Immediately after selecting the most advantageous offer, the Client will invite the successful Bidder to conclude the contract by separate letter.
The Client reserves the right to freely select offers or cancel the tender without providing a reason.
The Bidder has no claims against the Client in case of offer rejection.

The Client does not foresee the participation of Bidders during the opening of offers.
Additional information regarding the subject of the contract is provided by:

Formal matters: Anna Paradecka, tel. 32-786-95-75, a.paradecka@haldex.com.pl
Technical matters: Jacek Walentek, tel. 32-786-95-37, j.walentek@haldex.com.pl

Conditions for participation – knowledge and experience:

The Bidder must be listed on the Comarch Partner List available at https://www.erp.comarch.pl/lista-partnerow/wszystkie-produkty and must demonstrate implementations in large and medium-sized enterprises, holding Gold, Silver, Certified, or Reference Partner status.
The Bidder must demonstrate the required knowledge and experience by confirming that within the last three years prior to the submission deadline (or during its activity if shorter), it has completed at least three services corresponding to the subject of the contract, each worth not less than PLN 40,000.00.
The offer must include references confirming the above. If the Bidder has performed identical services for the Client during this period, it is not required to submit such references.

III. Personal data protection

The Client and the Bidder undertake to protect shared personal data, including the use of organizational and technical safeguards for data processed in IT systems, in accordance with the provisions of the General Data Protection Regulation (GDPR) 2016/679 of 27 April 2016 and the Polish Personal Data Protection Act of 10 May 2018.
The Client and the Bidder declare that the personal data of the Parties will be used solely for the purpose of contract execution.
The Client and the Bidder undertake to provide the Declaration (Annex No. 4 to this Request for Quotation) to all persons whose data will be shared with the Client.

Annex No. 1 – Offer Form (in Polish)
Annex No. 2 – Key Provisions Introduced into the Contract (in Polish)
Annex No. 3 – Bidder’s Statement on Data Processing (in Polish)
Annex No. 4 – Declaration (in Polish)