Mahalaadimise ja vastuvõtu täiendatud kord
Alates 18.07.2022 muutub Rukki ja Assaku lattu kauba mahalaadimise ja vastuvõtu kord. Kõik kaubasaabumised peavad olema
eelnevalt registreeritud, ka siis kui kaupa on vaid ühe aluse jagu.
Broneeringud tuleb teha Bogeri mahalaadimise keskkonnas: Smarten (infosys.ee)
1. Kaubaga Smarteni territooriumile jõudes peab autojuht minema vastuvõtu torni (Rukkis A- torn ja Assakul hoone keskel olev
torn ilma tähiseta) ja esitama kauba tooja (tarnija/vedaja)kauba saatedokumentatsiooni.
Juhul, kui saatedokumentatsiooni esitada ei ole, mahalaadimist ei toimu (v.a. juhul kui needon vastuvõtu mailboksi eelnevalt
saadetud ja need on tuvastatavad).
Vastuvõtu mailboks
[email protected]
2. Kauba saatedokumentatsioonil peab olema Smarteni süsteemi ostutellimusele (OT) 1:1-leidentne viide, mille alusel saabunud
kaubale vastav ostutellimus (OT) süsteemist tuvastada.Juhul, kui saatedokumentatsioonis vastav märge puudub, mahalaadimist
ei toimu (v.a. juhulkui selle oskab öelda kauba tooja ja see on süsteemist tuvastatav).
3. Konteinerite mahalaadimise info peab olema Boger mahalaadimise broneerimiskeskkonnas Smarten (infosys.ee) vähemalt 3
tööpäeva ette broneeritud koos viitega ostutellimusele. E- maili saatmisest konteinerite mahalaadimise broneerimiseks ei piisa.
Ülaltoodud kehtestamisega tagame parema mahalaadimise kvaliteedi ja ressursiplaneerimise.
Дополненный порядок загрузки и приема товаров
Начиная с 18.07.2022 на складах Рукки и Ассаку меняется порядок загрузки и приема товара. Все приходы товаров должны
быть зарегистрированы заранее, даже если принять нужно только один паллет.
Бронирование можно сделать в среде зазгрузки Boger: Smarten (infosys.ee)
1. При поступлении товара на территорию Смартена водитель должен подойти к приемной вышке (на Рукки вышка А и
на Ассаку вышка посередине без вывески) и предъявить сопроводительные документы на привезенный товар. Если
документов нет, то выгрузка не состоится (если только документы заранее не были отправлены на почту).
Электронный адрес приема товаров
[email protected]
2. На отгрузочной документации товара должна быть такая же ссылка, как и в системе Смартена (OT) 1:1, на основании
которой можно идентифицировать прибывший товар. При отсутствии соответствующей отметки разгрузка не состоится
(если только эту информацию не может сказать тот, кто привез товар и это совпадает с информацией в системе)
3. Информация о разгрузке контейреров должна быть в среде бронирования выгрузки Boger Smarten (infosys.ee) по
меньшей мере за 3 рабочих дня со ссылкой на заказ на поставку. Только письма по электронной почте о бронировании
времени на разгрузку контейнера не достаточно.
Вышеизложенные правила помогают нам обеспечивать лучшее качество разгрузки и пранирование ресурсов.
Updated procedure for unloading and receiving
From 18.07.2022, the procedure for unloading and receiving goods at Rukki and Assaku warehouseswill change. All arrivals of goods
must be registered in advance, even if there is only one pallet of goods. Bookings must be made in the Boger unloading environment:
Smarten (infosys.ee)
1) When the goods arrive at the territory of Smarten, the driver must go to the reception tower(in Rukki, A-tower, and in Assaku,
the tower without a sign in the middle of the building) and present the accompanying documentation of the provider
(supplier/carrier) of the goods.
If the accompanying documentation cannot be submitted, unloading will not take place (unless they have been sent to
the reception mailbox in advance and are identifiable). Reception mailbox
[email protected]
2) The accompanying documentation of the goods must have a 1:1 reference identical to the purchase order (PO) of Smarten
system, on the basis of which the purchase order (PO) corresponding to the received goods can be identified from the system.
If there is no corresponding note in the accompanying documentation, unloading will not take place (unless the person bringing
the goods can tell the provider of the goods, and it canbe found in the system).
3) Container unloading information must be booked in the Boger unloading reservation environment Smarten (infosys.ee) at least
3 working days in advance with a reference to thepurchase order. Sending an e-mail is not enough to book the unloading of
containers.
By establishing the above, we ensure better unloading quality and resource planning.
Smarten Logistics AS Tel: +372 6 135 800 Arvelduskonto EE111010022002165005
Raeküla tee 5, Rae küla E-post:
[email protected] SEB Eesti Ühispank
Rae vald Internet: www.smarten.ee
75301 Harjumaa
Reg.nr. 10097532
FRAMEWORK AGREEMENT
2 b :,06.2025 No 2-2/25/,3.38.
Buyer,
and
11 This A g r e e m e n t is c o n c l u d e d o n t h e basis o f t h e f o u n d i n g d o c u m e n t s a n d t h e Seller's t e n d e r
for t h e public p r o c u r e m e n t , B a l l i s t i c protective equipment? (public procurement reference
n u m b e r 281040).
142 The object o f t h e procurement is to obtain various ballistic protective equipment, such as
bulletproof vests and plate carrier sets with both bullet- and fragmentation proof plates
(Including details of t h e sets as well as spare parts) (hereinafter referred to as Goods) and
services concerning the aforementioned object such as testing, product development o r
bettering the product altogether.
1.3. O n t h e basis o f t h e a g r e e m e n t , g o o d s s h a l l be p r o c u r e d b y b o t h c o m p u l s o r y p u r c h a s i n g as
w e l l as central purchasing, meaning t h a t the contract, signed by Estonian Centre f o r Defence
I n v e s t m e n t s a s a c e n t r a l p u r c h a s i n g body, c a n be u s e d b y o t h e r p r o c u r i n g a u t h o r i t i e s using
said c e n t r a l p u r c h a s i n g service in a c c o r d a n c e w i t h Public P r o c u r e m e n t A c t § 3 0 s e c t i o n 2.
14 O n t h e basis o f t h e A g r e e m e n t a n d its s t i p u l a t i o n s , t h e Seller Is o b l i g a t e d t o sell t o t h e B u y e r
G o o d s a n d t h e B u y e r is o b l i g a t e d t o a c c e p t t h e 6 0 0 0 5 a n d pay t o t h e Seller the p r i c e of G o o d s .
i n t h e e v e n t t h a t G o o d s are p u r c h a s e d w i t h life-cycle services, c o n t r a c t u a l c o n d i t i o n s f o r t h e
p r o v i s i o n o f services s t i p u l a t e d i n t h e L a w o f O b l i g a t i o n s A c t s h a l l be a p p l i e d f o r s u c h
p r o v i s i o n o f services, w h i c h a r e n o t r e g u l a t e d , are In c o n t r a d i c t i o n o r are n o t a p p l i c a b l e
t o w a r d s t h e n a t u r e o f t h e service.
15. T h e t y p e o r s p e c i f i c a t i o n , q u a n t i t y , d e l i v e r y l o c a t i o n s a n d t i m e s s h a l l be s p e c i f i e d in Public
C o n t r a c t s , p u r c h a s e o r d e r s i n c l u d e d . In a case w h e r e t h e necessary c r i t e r i a are n o t y e t k n o w n
a t t h e t i m e o f signing a Public C o n t r a c t , t h e necessary i n f o r m a t i o n w i l l be f o r w a r d e d t o t h e
s e l l e r via e - m a i l d u r i n g t h e f u l f i l m e n t o f t h e Public C o n t r a c t .
The Goods must be in compliance with the founding documents of the public procurement,
the invitation to tender and the Seller's submitted tender. The delivered Goods must be in
compliance w i t h the terms of this Agreement, including in terms o f quality, type, description
and quantity. All documents and packaging accompanying the Goods must also be in
compliance with the terms of this Agreement.
17. T h e Seller s t a t e s a n d c o n f i r m s t h a t :
1.7.1. t h e y a n d t h e i r r e p r e s e n t a t i v e h a v e all t h e n e c e s s a r y r i g h t s a n d m a n d a t e s t o
conclude this Agreement;
1.7.2. they have read the A g r e e m e n t and t h e founding documents o f the public
p r o c u r e m e n t a n d t h a t t h e y u n d e r s t a n d f u l l y t h e c o n t e n t and r e p e r c u s s i o n s o f
duties undertaken and t h a t they agree w i t h t h e conditions t h e r e i n ;
1.7.3. with t h e performance o f this Agreement, the rights of third parties are not affected
7 Yer
a n d t h a t t h e r e are n o s u c h c i r c u m s t a n c e s w h i c h m i g h t exclude t h e i r rights to
c o n c l u d e t h i s c o n t r a c t a n d p e r f o r m i t duly;
1.7.4. _ they have all the necessary and valid licenses, registrations, rights o f representation
and certificates, and at their expiry during the duration of the contract agrees to
e x t e n d / renew them. If the renewal o f licenses, registrations, rights o f
representation and certificates is n o t possible due to circumstances independent o f
the Seller, it is the Seller's obligation to promptly notify the Buyer about it;
1.7.5. t h e Seller c o n f i r m s t h e a b s e n c e o f any claims o r o t h e r rights a p p l i c a b l e o n t h e
t r a n s f e r r e d Goods by t h i r d p a r t i e s , w h i c h t h i r d p a r t i e s h a v e t h e r i g h t t o a p p l y t o t h e
Goods;
1.7.6. t h e y a n d t h e i r o f f e r e d G o o d s are n o t s u b j e c t t o i n t e r n a t i o n a l s a n c t i o n s o r o r i g i n a t e d
i n an a r e a s u b j e c t t o s a n c t i o n s in a c c o r d a n c e w i t h t h e I n t e r n a t i o n a l S a n c t i o n s A c t .
The hierarchy o f the procurement documents is as follows: the source documents involving
the procurement (contracts included) followed by the offer submitted by the Seller. in case
the offer contradicts the terms and conditions o f either the Agreement or the Public Contract,
t h e Agreement is superior to the Public Contract.
21 T h e i n t e g r a l parts o f t h e A g r e e m e n t are i n v i t a t i o n t o t e n d e r ; t h e S e l l e r s t e n d e r a n d its
annexes; e x p l a n a t i o n s , i n v i t a t i o n s t o t e n d e r , c o n f i r m a t i o n letters, t e n d e r s s u b m i t t e d o n t h e
basis o f t h e A g r e e m e n t , Public C o n t r a c t s c o n c l u d e d o n t h e basis o f t h e A g r e e m e n t , n o t i c e s
and all concluded amendments between the Parties g i v e n d u r i n g t h e procurement
p r o c e d u r e . Purchase o r d e r s , w i t h w h i c h a f i n a n c i a l c o m m i t m e n t is m a d e , a r e also d e e m e d as
Public C o n t r a c t s .
2.2. Purchase o r d e r s o r orders o f a n y kind, w h i c h w i l l r e s u l t in a f i n a n c i a l o b l i g a t i o n , w i l l be
c o n s i d e r e d a s a n e q u i v a l e n t t o a Public C o n t r a c t .
3.1. P u b l i c C o n t r a c t s shall be c o n c l u d e d o n t h e basis o f t h i s A g r e e m e n t , b a s e d o n t h e Buyer's
n e c e s s i t i e s , f o r e i t h e r a O n e - o f f Purchase ( h e r e i n a f t e r : O n e - o f f P u r c h a s e ) o r f o r a fixed p e r i o d
( h e r e i n a f t e r : D u r a t i o n C o n t r a c t ) , d u r i n g w h i c h o r d e r s s h a l l be m a d e .
3.2. T h e B u y e r has t h e r i g h t t o c o n c l u d e D u r a t i o n C o n t r a c t s , m e a n i n g Public C o n t r a c t s , w h i c h are
n o t m e a n t f o r a singular o n e - o f f p u r p o s e , r a t h e r f o r a c e r t a i n d u r a t i o n (e.g. 3, 6 ??? 12 m o n t h s ) .
U n d e r such Public C o n t r a c t s , t h e B u y e r will m a k e p u r c h a s e s e i t h e r f o r a c o n t i n u o u s p e r i o d o r
m a k e r e c u r r i n g p u r c h a s e s f o r G o o d s o r services d e f i n e d i n t h e f o u n d i n g d o c u m e n t s o f t h e
public procurement.
3.3. This Agreement without a Public Contract does not oblige the Buyer to buy Goods from the
Seller.
34 Public Contracts signed between the Parties shall be based on t h e following:
3.4.1. The B u y e r has t h e r i g h t t o o r d e r Goods w i t h an e s t i m a t e d v a l u e No m o r e t h a n
10 000 EUR f r o m a n y c h o s e n c o n t r a c t u a l p a r t n e r in a c c o r d a n c e w i t h t h e Public
P r o c u r e m e n t Act § 3 0 s e c t i o n 8, in t h e e v e n t t h a t t h e Seller i n f o r m s t h e B u y e r t h a t
t h e y are n o t able t o p e r f o r m a c o r r e s p o n d i n g o r d e r o r t h e y are n o t a b l e t o p e r f o r m
an o r d e r a t t h e a g r e e d - u p o n t i m e o r b y t h e Buyer?s r e q u e s t e d t i m e l i m i t , o n t h e
p r e m i s e t h a t t h e t o t a l c o s t o f said o r d e r s d o e s n o t e x c e e d 2 0 % o f t h e t o t a l c o s t o f
t h e A g r e e m e n t . In a d d i t i o n , t h e B u y e r uses t h e m e n t i o n e d clause i f t h e S e l l e r o f t h e
Duration Contract i n f o r m s Buyer during t h e period o f t h e Duration Contract t h a t it
15 n o t p o s s i b l e t o f u l f i l l t h e P u b l i c C o n t r a c t at least Partially.
T h e B u y e r w i l l c h o o s e b e t w e e n t e n d e r e r s in an o r d e r a c c o r d i n g t o Buyer?s needs,
t a k i n g i n t o a c c o u n t s p e e d ( h o w q u i c k l y t h e G o o d s can be d e l i v e r e d ) , a v a i l a b i l i t y
( w h e t h e r t h e G o o d s are a v a i l a b l e i m m e d i a t e l y ) as w e l l as w h e t h e r i n d i v i d u a l
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3.4.2.1, The Buyer has the right to add to, change o r specify the list o f Goods of
the subject in the reopening o f the competition by issuing new technical
descriptions. The Buyer shall stipulate the terms o f the reopening of the
competition, the list and specifications o f required Goods and the rest
of the necessary information required to submit an offer.
3.4.2.2. T h e B u y e r has t h e r i g h t t o c h a n g e t h e d e l i v e r y l o c a t i o n o f t h e G o o d s i n
t h e reopening o f t h e c o m p e t i t i o n by s u b m i t t i n g specifications in t h e
source d o c u m e n t s o f t h e r e o p e n i n g o f t h e c o m p e t i t i o n .
3.4.2.3, T h e p r i c e o f f e r s u b m i t t e d b y t h e Seller m u s t stay v a l i d for a m i i n i m u m o f
3 m o n t h s f r o m the date t h e o f f e r was submitted, i f n o t stated o t h e r w i s e
in the reopening o f the c o m p e t i t i o n .
3.4.2.4, The a w a r d c r i t e r i a f o r r e o p e n i n g o f t h e c o m p e t i t i o n s h a l l b e e i t h e r c o s t
( t o t a l c o s t / u n i t price); w e i g h t o f c r i t e r a : 100%, o r c o m b i n e d w i t h o t h e r
c r i t e r i a w i t h cost i n c l u d e d ( u n i t price, d i s c o u n t % f o r g o o d s n o t f i x e d i n
t h e contract), w e i g h t 4 0 - 9 0 % a n d q u a l i t y c r i t e r i a p o i n t s w e i g h i n g u p t o
1 0 - 6 0 % . The b u y e r w i l l use p r i c e as t h e sole c r i t e r i a in a case w h e r e t h e
q u a l i t y c r i t e r i a l i s t e d i n 3 . 4 . 2 . 6 w o u l d be d e e m e d u n f i t t o evaluate a n y
given o b j e c t o f t h e p r o c u r e m e n t .
3.4.2.5. The a w a r d criteria a n d t h e i r w e i g h t s h a l l b e s p e c i f i e d i n t h e c o n d i t i o n s
o f t h e reopening o f the tender.
3.4.2.6. For the quality criteria, the procuring authority can use the following
critera:
© D e l i v e r y t i m e / s p e e d ( t h e less t h e b e t t e r ) ? w i l l be used in case t h e
t i m e f r a m e b e t w e e n placing t h e o r d e r a n d f u l f i l l i n g t h e o r d e r Is
s h o r t d u e to t h e buyer?s n e e d s .
« ? Warranty duration (the more the better) ? will be usedi f the Buyer
wishes to award additional points f o r extended warranty periods.
* | Environmental critera (evaluated by the Buyer, evaluation method
will be specified In the reopening of the competition in case the
criteria will be used) ? will be used in case the Buyer wishes to
award points for the Goods? effect on t h e environment.
¢ Product samples; their quality and usability (evaluated by the
Buyer, evaluation method will be specified in the reopening of the
competition in case the criteria will be used). Will be used i f the
end-user has deemed the quality or the usability more important
than usually.
* Necessary experience, certificates, skillset of t h e workforce,
practice in terms o f carrying out the contract (evaluated by the
Buyer, evaluation method will be specified in the reopening of the
competition in case the criteria will be used). Will be used i f the
object of the procurement is specific enough f o r the buyer to
require previous experience.
* The distance between the place of production and the delivery
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location (the less the better) - will be used, if the alm Is to limit
harm done to the enviroment using shorter delivery routes or to
ensure deliveries altogether.
3.4.2.7. The Buyer can, in reopening of the competition, ask for product samples
to evaluate compliance to the requirements set in the procurement
documents as well as to evaluate the quality, usability o r functionality.
In doing so, the Buyer can Involve independent third-party experts.
3.4.2.8. T h e B u y e r is n o t o b l i g e d t o o r d e r all t h e G o o d s listed in t h e t e c h n i c a l
d e s c r i p t i o n o f t h e reopening o f t h e c o m p e t i t i o n a f t e r t h e offers have
b e e n s u b m i t t e d , if t h e needs o f t h e Buyer have changed d u r i n g t h e t i m e
o f t h e signing o f t h e Public C o n t r a c t .
3.4.2.9. In a case where the successful tenderer does not fulfill the terms of the
Public Contract (including a purchase order), the Buyer shall re-evaluate
the rest o f the qualified offers and deem the offer successful, which is
the best based on the award criteria. tenderer who has refused t o
A
enter into o r to perform a Public Contract will be obligated to
compensate, at the Buyer's request, for the difference between the
value of their offer and the value of the offer o f the next successful
tenderer who has been awarded the Public Contract. The same
conditions apply If the successful tenderer withdraws their offer before
the entry into force of the Public Contract.
3.4.2.10. In the event that more than one tender has been declared successful
during the reopening o f the competition as a result of equal tenders,
drawing lots shall be used in order to determine the successful tender.
The Buyer shall specify the order o f drawing lots to the Sellers prior to i t
taking place.
3.4.2.1. The Buyer may refuse all submitted offers:
3.4,2.11.1, t h e y are u n r e a s o n a b l y e x p e n s i v e t o t h e B u y e r ;
3.4.2.11.2. if during the reopening o f the competition, t h e Buyer
becomes aware o f information that rules o u t or makes t h e
execution of the reopening of the competition
unreasonable f o r the Buyer o n t h e conditions stipulated
in t h e founding documents of the reopening of the
c o m p e t i t i o n , o r t h e c o n c l u s i o n o f a Public C o n t r a c t u n d e r
the given and determined conditions woutd not
correspond to the Buyer's earller necessities or
expectations due t o t h e changed circumstances;
3.4.2.11.3. ]?? t h e r e is n o l o n g e r a n e c e s s i t y f o r t h e r e o p e n i n g o f t h e
c o m p e t i t i o n d u e t o a reason t h a t is I n d e p e n d e n t o f t h e
B u y e r o r a reason t h a t d e p e n d s on c r is d e r i v e d f r o m 3
change i n legislature, a d m i n i s t r a t i v e acts o r a c t i o n s o f
higher institutions.
In case the outcome of the public procurement results in only a single successful
offerer o r if the number of Sellers decreases to one during the validity period of the
Agreement, due to which it is no longer possible to arrange reopenings o f the
competition, the purchase of shall proceed as follows.
3.4.3.1, T h e B u y e r s u b m i t s an i n v i t a t i o n t o t e n d e r t o t h e Seller.
3.4.3.2. The Seller s h a l l p r o v i d e an offer, i n c l u d i n g t h e c o s t a f t h e G o o d s , t o t h e
B u y e r w i t h i n 5 w o r k i n g d a y s f r o m r e c e i v i n g t h e p r i c e inquiry, w h i c h m u s t
n o t e x c e e d t h e m a x i m u m price limits s p e c i f i e d i n t h e A g r e e m e n t . I f t h e
Seller is unable to meet this deadline, they shall promptly inform the
2 4
5.0 . A C
Buyer.
3.4.3.3, The Buyer shall either accept the offer by placing an order or entering
Into a Public Contract, o r reject the offer within 14 days. The Buyer is not
obligated to place an order or enter into a Public Contract based on the
provided offer. If the Buyer does n o t reply to the offer in 14 days, it will :
be considered as a decline.
3.4.3.4. The Buyer has the right to dectine all offers on the basis of clause
3.4.2.11 of the Agreement. |
3.4.4. Public C o n t r a c t s a r e c o n c l u d e d b y a n y m e a n s c a p a b l e o f p r o d u c i n g a w r i t t e n f o r m a t
t h a t can b e r e p r o d u c e d in w r i t i n g , i n c l u d i n g b y e - m a i l . If t h e c o s t o f t h e P u b l i c
C o n t r a c t is a t least 50 000 Euros w i t h o u t VAT, t h e Public C o n t r a c t shall be c o n c l u d e d
as a s i g n e d d o c u m e n t b y b o t h p a r t i e s ; p u r c h a s e o r d e r s , signed m u t u a l l y b y p o t h
Parties, can a l s o b e u s e d as an e q u i v a l e n t t o t h e P u b l i c C o n t r a c t .
3.5. I f the Seller includes subcontractors for carrying out this Agreement, the subcontractors will
also be included in the Agreement. Changing the subcontractors can anly be done w i t h the
permission o f the Buyer.
4 =
Pasties? Rights andO b l i g a t i o n s
41. The Buyer's rights:
4.1.1. demand and check the performance of contractual obligations and documents
relevant to the ordering o f Goods on an ongoing basis;
4.1.2. d e m a n d c o m p e n s a t i o n f o r d a m a g e s w h i c h t h e Seller is r e s p o n s i b l e f o r ;
4.1.3. c h e c k t h e d o c u m e n t s relating to t h e p u r c h a s e o f Goods and t h e a c c u r a c y a n d
adequacy of the Seller's involces a n d e s t i m a t e s a n d o t h e r e x p e n s e s a n d , i f
necessary, r e q u e s t t h e invoices o f s u b c o n t r a c t o r s ;
4.1.4. c o n s u l t w i t h t h e Seller a b o u t q u e s t i o n s r e l e v a n t to t h e G o o d s ;
4.1.5, t o o r d e r o t h e r G o o d s f r o m t h e Seller t h a t m e e t t h e r e q u i r e m e n t s o f t h e t e c h n i c a l
d e s c r i p t i o n (Goods w i t h t h e s a m e P u r p o s e o f use). O r d e r i n g o f said G o o d s is c a r r i e d
o u t during a reopening o f t h e c o m p e t i t i o n b e t w e e n t h e partners o f the Agreement
o r b y s u b m i t t i n g p r i c e r e q u e s t s in case t h e r e is o n e Seller, in w h i c h t h e B u y e r
p r o v i d e s t h e Sellers w i t h exact t e c h n i c a l s p e c i f i c a t i o n s a n d c o n d i t i o n s f o r p r i c i n g
t h e Goods;
4.1.6. t h e B u y e r has t h e right to a c q u i r e G o o d s n o t c o v e r e d b y an A g r e e m e n t If:
4.1.6.1, no offers have been received;
4.1.62. no offers meet the requirementsset;
4.1.6.3. no Sellers are able to fulfill the Public Contract/the purchase order has
been withdrawn from;
4.1.6A. t h e o f f e r e d prices a r e , i n c o m p a r i s o n t o t h e m a r k e t price, i n e x p l i c a b l y
e x p e n s i v e a n d t h e r e f o r e f i n a n c i a l l y u n r e a s o n a b l e f o r t h e Buyer.
4.2. The Buyer's obligations:
4.2.1, _ the Buyer is obligated to reply within a reasonable time to all the Seller's requests
in order to specify instructions;
4.2.2. the Buyer Is obligated to receive information from the Seller concerning the detalis
o f f i l i n g the Agreement;
4.2.3. t h e B u y e r is o b l i g e d t o pay t h e s e l l e r f o r G o o d s w i t h o u t d e f e c t s i n a c c o r d a n c e t o
t h e t e r m s set b y this Agreement.
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7 ?
43. r?s rights:
43.1. the Seller has the right to receive the agreed-upon payment for 60005 delivered
4.3.2. the Seller has the right to receive information from the Buyer concerning the
f u l f i t m e n t o f the Agreement;
4.3.3. the Seller has the right to propose ideas to the Buyer in terms o f more efficient
Geliveries o f the Goods.
44 ?s obligations:
4.4.1. _ t h e Seller Is o b l i g a t e d , o n t h e B u y e r ' s d e m a n d , t o s u b m i t a c e n t r a l i z e d s t a t e m e n t
f o r all G o o d s o r d e r e d ( i n c l u d i n g d a t e o f c o n c l u s i o n o f P u b l i c C o n t r a c t s o r p u r c h a s e
o r d e r s ; n a m e , q u a n t i t y a n d c o s t of G o o d s w i t h o u t VAT; t o t a l cost o f Public C o n t r a c t s
/ p u r c h a s e o r d e r s w i t h o u t VAT etc.) in M S Excel f o r m a t o r in a n o t h e r f o r m a t a g r e e d
u p o n w i t h t h e B u y e r w i t h i n 10 days a f t e r r e c e i v i n g 58/0 r e q u e s t , unless t h e P a r t i e s
have agreed o t h e r w i s e ;
44.2, _ t h e S e l l e r is o b l i g a t e d t o s u b m i t i n f o r m a t i o n ( q u a n t i t y a n d p u r p o s e ) o n t h e Buyer's
demand a b o u t s u b c o n t r a c t o r s . In t h e e v e n t t h a t s u c h i n f o r m a t i o n has b e e n
s u b m i t t e d b y t h e Seller p r i o r t o t h e c o n c l u s i o n o f t h i s A g r e e m e n t , t h e Seller m u s t
c o o r d i n a t e any changes w i t h c o n t a c t p e r s o n s w i t h t h e Buyer.
44.3. _ t h e Seller Is o b l i g a t e d t o i n f o r m t h e B u y e r a b o u t a n y c i r c u m s t a n c e s w h i c h o b s t r u c t
the performance o f this Agreement;
4 4 4 . ? the Seller is obligated to deliver t h e Goods within agreed-upon timeframe as well
as In accordance with the conditions set by the Public Contract and purchase orders
in the best practice requirements, norms and standards;
445. _ t h e Seller is o b l i g a t e d t o i n f o r m t h e B u y e r p r o m p t l y a b o u t c y b e r attacks a n d c y b e r
i n c i d e n t s u n d e r t a k e n against t h e Seller a n d Issue a c y b e r i n c i d e n t r e p o r t t o t h e
B u y e r o n t h e Buyer?s d e m a n d ;
44.6. t h e B u y e r is o b l i g a t e d to f o l l o w f a i r t r a d e c o n d i t i o n s , e n v i r o n m e n t a l l y f r i e n d l y
principles and not use slave o r c h i l d l a b o r d u r i n g t h e performance o f the
Agreement;
44.7. f o l l o w a n d f u l f i l l o r d e r s a n d i n s t r u c t i o n s o f t h e Buyer, t o a r e a s o n a b l e e x t e n t ,
Necessary t o carry o u t t h e a i m o f t h e A g r e e m e n t .
4.4.8. ? i n c a s e t h e Seller relies on a n o t h e r c o m p a n tyo c o n f o r m t o t h e q u a l i f i c a t i o n c r i t e r a ,
t h e S e l l e r is o b l i g e d t o use t h e s a m e c o m p a n y d u r i n g t h e f u l f i l m e n t o f t h e
A g r e e m e n t . in a case w h e r e t h e Seller w i s h e s t o r e p l a c e t h e c o m p a n y , d o i n g so is
o n l y a l l o w e d w i t h t h e p e r m i s s i o n o f t h e Buyer.
Packaging and Labelling o f t h e Goods
5.1, The Seller is o b l i g a t e d t o p r o v i d e packaging o f G o o d s In such a w a y t h a t e n s u r e s its
c o n s e r v a t i o n d u r i n g t r a n s p o r t a n d storage in an u n c h a n g e d m a n n e r .
5.2. For packaging and marking Goods, the Seller must adhere to the requirements stipulated by
the Buyer.
Delivery and Acceptance of Goods
6.1. The delivery and acceptance of the Goods are generally subject t o the terms and conditions
o f the Incoterms® 2020 DAP delivery clause.
6.2. D e l i v e r y l o c a t i o n s s h a i l be s p e c i f i e d i n e v e r y P u b l i c C o n t r a c t o r p u r c h a s e o r d e r a n d a r e a
subject t o change d u r i n g t h e A g r e e m e n t period.
6.2.1. Goods ordered by the Estonlan Defence Forces and Estonian Centre o f Oefence
Investments shall be delivered to the central warehouse, Buyer's contractual
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TM 40
Partner's warehouse o r Estonian Defence Forces? bases.
6.3. In the event that the Goods are subject to export Inspection by the Seller's country of origin,
the Seller shall submit to the Buyer an appropriate form of the end user's certificate and
provide the necessary export license.
64, T h e t i m e f o r r e c e i v i n g d e l i v e r y o f t h e G o o d s is g e n e r a l l y f r o m M o n d a y to T h u r s d a y b e t w e e n
8 . 3 0 a n d 1 5 . 0 0 , e x c e p t on s t a t e a n d n a t i o n a l h o l i d a y s a n d w o r k i n g d a y s t h a t p r e c e d e t h e m
a n d t h e last t h r e e w o r k i n g d a y s o f e a c h m o n t h .
65. The Seller shall submit to the Buyer a shipping notice for the delivery o f Goods at least 5
Working days prior to the scheduled delivery time te the email address stipulated in the Public
Contract (cc must be sent to
[email protected]}. The shipping notice must include:
6.5.1, name o f Goods;
6.5.2, Public Contract (purchase order) number;
6.5.3. public p r o c u r e m e n t reference n u m b e r 2 8 1 0 4 0 ;
6.5.4, delivered quantity, incl. number o f pallets, containers etc:
6.5.5. logistical unit measurements;
6.5.6. packaging method (plastic packaging, net wrapping, pallet etc.);
6.5.7. m o d e o f t r a n s p o r t a t i o n , w h i c h Is u s e d f o r d e l i v e r y (truck, l o r r y e t c . ) , a n d q u a n t i t y ;
6.5.8. s p e c i f i c r e q u i r e m e n t s o r needs t o u n l o a d t h e d e l i v e r y ;
6.5.9. scheduled delivery date and time;
6.5.10. d e l i v e r y address.
The Seller shall d e l i v e r t h e G o o d s to t h e B u y e r a n d t h e B u y e r shall a c c e p t t h e d e l i v e r y u n d e r
agreed-upon conditions.
6.7. T h e Seller s h a l l issue a d e l i v e r y n o t e alongside a s h i p p i n g n o t i c e o r d u r i n g t h e d e l i v e r y o f
G o o d s a t t h e latest. The d e l i v e r y n o t e m u s t i n c l u d e :
6.7.1. the Seller's details;
6.7.2. the Buyer's details;
6.7.3. P u b l i c Contract (purchase order) n u m b e r ;
6.7.4. = p u b l i c p r o c u r e m e n t reference n u m b e r 2 8 1 0 4 0 ;
6.7.5. n a m e , p r o d u c t code and quantity o f Goods.
in addition to the delivery note, the Seller is obligated to hand over t o t h e Buyer all
documents that are necessary for the receiving, management, use and handilng of the Goods.
The Buyer shall issue @ detivery-acceptance act, which shall be signed by both Parties and
sent to the Seller alongside the quality control act, if necessary. A delivery note signed by
both Parties is aiso deemed as delivery-acceptance act.
In the absence o f the delivery note, the Buyer has the right to take Possession o f the given
Goods, but Goods will be considered to have been delivered and accepted upon the receipt
o f a due and proper delivery note.
The Buyer has the right to Inspect the quality o f delivered Goods f o r compliance with the
terms o f the Agreement and Public Contract within two weeks. In such an event, the Buyer
shall issue a quality control act, which shail be sent to t h e Seller,
If an Agreement has been signed and during said Agreement it turns out that
delivering/acquiring the Goods is not possible, with a written consent from the buyer, the
Goods can be changed for an equivalent o r better variation o f said Goods. Equivalency must
be proven the the Seller.
T i m e a n d p l a c e o f c o n d u c t i n g q u a l i t y c o n t r o l shall b e a g r e e d u p o n b y t h e p a r t i e s i n Public
C o n t r a c t s / p u r c h a s e o r d e r s . Q u a l i t y c o n t r o l s h a l l take place f o r e v e r y b a t c h o f G o o d s , t o a t o t a l
o f 5 % o f t h e w h o l e q u a n t i t y d e l i v e r e d , G o o d s t o b e c o n t r o l l e d shail be c h o s e n r a n d o m l y . The
B u y e r s h a l l Issue a q u a l i t y c o n t r o l act, w h i c h w i l l be f o r w a r d e d t o t h e S e l l e r b y t h e Buyer. In
t e r m s o f c o n d u c t i n g q u a l i t y c o n t r o l , t h e f o l l o w i n g o p t i o n s shall be u s e d :
14 7
). 8
6.13.1, t h e quality control shall be conducted before the delivery at a location appointed
by the Buyer o r at a location mutually agreed upon;
6.13.2. the quality control shall be conducted after the delivery at the Buyer's warehouse,
Buyer's contractual partner's warehouse or {given a proper agreement has been
concluded) at an Estonian Defence Forces? base.
1 . The estimated maximum total value o f Public Contracts to be concluded is 75 000 000 euros.
4 The Buyer has the right t o change the value and the quantity o f the Public Contract up to 20%
o f the Initial cost o f the Public Contract, in order to buy similar Goods or the same Goods in
accordance with the Buyer's needs.
3 . The Seller bears all costs relevant to the delivery and transportation of Goods until the
delivery has been finalized. The Seller also bears all Goods-related costs and incumbrances
until the delivery has been finalized, except costs which derive from circumstances arising
from the Buyer.
7 The seller shall provide an e-invoice (in computer-editable XML-format).
7.4.1. The payer's (will be specified in the Public Contract/purchase order) details:
E s t o n i a n C e n t r e of D e f e n c e I n v e s t m e n t s , | a r v e 34a, 1 1 3 1 4 Tallinn, Estonia, r e g i s t r y
code 70009764;
E s t o n i a n D e f e n c e Forces, J u h k e n t a l i 5 8 , 1 5 0 0 7 Tallinn, Estonia, r e g i s t r y c o d e
70008641,
74.2. Other details to be Included on the invoice:
C o n t a c t p e r s o n n a m e (shall be specified i n t h e p u b l i c c o n t r a c t ) ;
Framework agreement number;
Public C o n t r a c t ( p u r c h a s e o r d e r ) n u m b e r ;
Public p r o c u r e m e n t r e f e r e n c e n u m b e r ;
Quantity and name of Goods, unit price and other necessary information.
7.4.3. The Seller's bank details:
B a n k n a m e : P o w s z e c h n a Kasa Oszczednosci B a n k Polski SA;
I B A N : PL 8 6 1 0 2 0 3 4 0 8 0 0 0 0 4 1 0 2 0 5 8 3 8 2 8 1 ;
SWIFT: BPKOPLPW.
7.5. The Buyer shall pay for the Goods that were accepted and comply with the terms of the
Agreement to the billing account set on the invoice within 28 days o f receiving an invoice that
complies with the terms of the Agreement. The basis f o r issuing an invoice is a delivery-
acceptance act and/or delivery note that is signed by both Parties.
6 The Selter will n o t be paid an advance payment, unless otherwise agreed on in the Public
Contract.
7 . The Buyer will nat accept an Invoice, which does not conform t o the t e r mof
s t h e Agreement.
In such case, the Buyer will issue a new invoice within 7 days.
7.8. The payment shall be considered done as soon as the payment order is accepted by the
Buyer's bank.
7.9, For a Seller r e g i s t e r e d in t h e R e p u b l i c o f Estonia, p r i o r t o finallzing a
p a y m e n t , w h i c h Is 1 0 0 0 0
E u r o s w i t h V A T o r m o r e , t h e B u y e r s h a l l c h e c k f o r t h e a b s e n c e o f t a x arrears via t h e Tax a n d
C u s t o m s Board w e b s i t e . In t h e e v e n t o f a tax a r r e a r o f 10 0 0 0 Euros o r m o r e , t h e B u y e r shall
i n f o r m t h e Tax a n d C u s t o m s B o a r d o f t h e i n v o i c e t h a t is d u e f o r p a y m e n t .
7.10. The Seller Is obligated to issue a separate invoice f o r costs relevant to NATO. Armed Forces,
?
.
?
7.10.1. For Goods ordered for NATO Armed Forces, a 0% VAT rate applies, in accordance
w i t h Value-Added Tax Act § 15 section 3 subsections 6, 6' and section 4 subsections
14 and 14).
7.10.2. Conditions for Goods ordered for NATO Armed Forces shail be agreed upon within
the corresponding Public Contract or purchase order,
7.10.3. The basis for tax relief is proof o f exemption from VAT, issued by the Buyer to the
Seller.
41 Breach o f c o n t r a c t u a l o b l i g a t i o n s is excusable, i f t h e P a r t y w a s i n b r e a c h o f o b l i g a t i o n s d u e t o
f o r c e m a j e u r e . U n d e r force m a j e u r e , t h e Parties d e e m c i r c u m s t a n c e s , w h i c h t h e P a r t y t h a t
was in breach o f obligation c o u l d n o t influence, and o n t h e grounds o f t h e p r u d e n t person
P r i n c i p l e t h e P a r t y c o u l d n o t h a v e b e e n e x p e c t e d t o take t h a t c i r c u m s t a n c e i n t o a c c o u n t
d u r i n g t h e p e r f o r m a n c e o f t h e A g r e e m e n t o r a v o i d it o r o v e r c o m e t h e h i n d r a n c e o r Its
c o n s e q u e n c e , ¢.g. n a t u r a l disasters, p o w e r failures, h o s t i l i t i e s , blockades. The P a r t i e s d o n o t
d e e m t h e i n a b i l i t y o f t h e Seller's t h i r d p a r t y c o n t r a c t u a l p a r t n e r t e p e r f o r m t h e A g r e e m e n t
as force m a j e u r e .
I f a n y c i r c u m s t a n c e t h a t a p p l i e s t o t h e c o n d i t i o n s o f force m a j e u r e I n c u r r e d t h e n o n -
p e r f o r m a n c e o f t h e A g r e e m e n t w i t h i n a d e a d l i n e s t i p u l a t e d i n t h e A g r e e m e n t a r its annexes
a n d its e f f e c t is t e m p o r a r y , t h e b e h a v i o u r o f t h e P a r t y in b r e a c h o f o b l i g a t i o n s is e x c u s a b l e
o n l y a t a t i m e w h e n t h e force m a j e u r e i n h i b i t e d t h e p e r f o r m a n c e o f t h e o b l i g a t i o n ,
D u e t o t h e e v e n t of a f o r c e m a j e u r e , t h e t i m e l i m i t f o r t h e p e r f o r m a n c e o f t h e c o n t r a c t u a l
o b l i g a t i o n shall b e p o s t p o n e d , b u t f o r no m o r e t h a n 9 0 c a l e n d a r days, unless t h e P a r t i e s h a v e
agreed otherwise.
?The Party who cannot perform their obligations due to force majeure must promptly notify
the other Party of the arisen circumstance and its conclusion. Failure to notify or failure t o
hotify timely removes from the Party the right to refer to the excusabiiity of the breach, i a .
t h e emergence of the force majeure, and the Party who was in breach of obligation to notify
is responsible f o r the breach of contractual obligations, according to the stipulations o f this
Agreement.
?? t h e e v e n t t h a t t h e e f f e c t o f t h e f o r c e M a j e u r e is p e r m a n e n t a n d d o e s n o t e n a b l e t h e Parties?
t o p e r f o r m t h e l r c o n t r a c t u a l o b l i g a t i o n s in ful! o r partially, t h e Parties h a v e t h e right to?
t e r m i n a t e o r w i t h d r a w f r o m t h e A g r e e m e n t , b y s u b m i t t i n g a c o r r e s p o n d i n g t e r m i n a t i o n o f/?
w i t h d r a w a l f r o m t h e A g r e e m e n t t o t h e o t h e r Party.?
C i r c u m s t a n c e s a r i s i n g f r o m t h e COVID-19 p a n d e m i c shall n o t be d e e m e d as f o r c e m a j e u r e . In
t h e e v e n t t h a t n e w u n f o r e s e e n r e s t r i c t i o n s are i m p l e m e n t e d a f t e r t h e c o n c l u s i o n o f t h e
Agreement, which are r e l a t e d t o t h e C O V I D - 1 9 P a n d e m i c a n d p r o h i b i t o r i n h i b i t t h e
p e r f o r m a n c e o f t h e A g r e e m e n t , t h e y m a y be d e e m e d a s f o r c e m a j e u r e .
7. Effects on the obligation of delivering Goods arising from the restrictions on import from the
Russian Federation and Republic of Belarus shall not be deemed as force majeure by the
Parties, provided that these circumstances were present at the moment o f conclusion of the
Agreement.
9.2. With this contract, the Seller grants a miinimum o f 5-year warranty for all Goods delivered,
unless agreed otherwise in the Public Contract.
9.2. Warranty applies from the moment that the Goods have been received by the Buyer w i t h o u t
any, unless agreed otherwise.
93. In the event that the manufacturer's warranty for Goods is in any way more favourable
towards the Buyer (e.g. In terms o f time) than the warranty obligation stipulated in the
Agreement, the Seller is obligated to provide the utilization o f such warranty claim to the
Buyer, if such a circumstance arises, under more favourable conditions towards the Buyer,
which are derived from the manufacturer's warranty conditions.
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7 seo
9.4, Warranty covers all deficiencies that become evident during the warranty period, all the while
taking into account normal wear and tear for Goods.
95. The Buyer is obligated to inform the Seller about deficiencies regarding ordered Goods to the
Seller's email address, untess agreed otherwise in the Public Contract.
The Seller is o b l i g a t e d t o r e p l a c e t h e defective G o o d s f r e e o f c h a r g e w i t h i n 9 0 c a l e n d a r days,
s t a r t i n g f r o m t h e m o m e n t t h a t t h e Buyer's c o r r e s p o n d i n g a n d J u s t i f i e d w a r r a n t y c l a i m was
r e c e i v e d . W i t h t h e Buyer?s w r i t t e n consent, this p e r i o d m a y be longer.
9.7. The S e l l e r c o v e r s all c o s t s r e l e v a n t t o t h e r e p l a c e m e n t o f d e f e c t i v e G o o d s , i n c l u d i n g t r a n s p o r t
costs.
9.8. Goods replaced during the warranty period shall be given a new warranty that has the same
duration as the original Goods.
10.1. U n d e r confidential information, t h e Parties d e e m i n f o r m a t i o n , personal details, security
details a n d d o c u m e n t s t h a t are clearly m a r k e d f o r i n t e r n a l use only, t h a t b e c o m e available
during the performance o f t h e A g r e e m e n t , and o t h e r information, w h o s e disclosure might
d a m a g e t h e i n t e r e s t s o f t h e Buyer. C o n f i d e n t i a l i n f o r m a t i o n d o e s n o t i n c l u d e i n f o r m a t i o n
w h o s e o b l i g a t i o n o f d i s c l o s u r e d e r i v e s f r o m l e g i s l a t i o n , on t h e c o n d i t i o n t h a t such a
d i s c l o s u r e is p e r f o r m e d in t h e m o s t r e s t r i c t e d w a y possible f r o m all p o s s i b l e o p t i o n s .
P a r t i e s a g r e e n o t t o disclose t h e o t h e r Party?s c o n f i d e n t i a l i n f o r m a t i o n n e i t h e r d u r i n g t h e
d u r a t i o n o f t h e A g r e e m e n t n o r l a t e r w i t h o u t t h e o t h e r Party?s w r i t t e n a g r e e m e n t . Both
Parties shall p r o t e c t t h e c o n f i d e n t i a l i t y o f t h e i n f o r m a t i o n t h a t w a s m a d e k n o w n t o t h e m
during the performance of the Agreement.
The Seller a g r e e s n o t t o use any d o c u m e n t s o r i n f o r m a t i o n t h a t p e r t a i n s to t h e A g r e e m e n t
w i t h o u t t h e Buyer's w r i t t e n a g r e e m e n t , e x c e p t in cases w h i c h a r e necessary t o p e r f o r m t h e
A g r e e m e n t . A i l d o c u m e n t s e x c e p t t h e c o n t r a c t are P r o p e r t y o f t h e B u y e r a n d a t t h e Buyer's
d e m a n d , t h e Seller is o b l i g a t e d t o r e t u r n t h e m a f t e r t h e e x p i r y o f t h e A g r e e m e n t .
Disclosure o f i n f o r m a t i o n to a n y third p a r t i e s t h a t is c l a s s i f i e d f o r i n t e r n a l use o n l y is
RE Prohibited.
In t h e e v e n t t h a t t h e Seller m u s t e n t e r p r e m i s e s u n d e r t h e a r e a o f a d m i n i s t r a t i o n o f t h e
E s t o n i a n M i n i s t r y o f D e f e n c e i n o r d e r to p e r f o r m t h e A g r e e m e n t , t h e Seller m u s t f o l l o w
a p p l i c a b l e s e c u r i t y c o n d i t i o n s , In t h e e v e n t t h a t t h e S e l l e r e m p l o y s s u b c o n t r a c t o r s a t t h e
a f o r e m e n t i o n e d p r e m i s e s , t h e y m u s t p r e v i o u s l y be c o o r d i n a t e d w i t h t h e B u y e r i n w r i t i n g and
all s e c u r i t y c o n d i t i o n s s t i p u l a t e d in t h e c o n t r a c t a p p l y t o t h e m as well. R e s p o n s i b i l i t y f o r t h e
p e r f o r m a n c e o f s e c u r i t y c o n d i t i o n s b y t h e s u b c o n t r a c t o r s r e s t s o n t h e Seller.
10.6. N o t i c e s r e l a t i n g t o t h e s u b j e c t o f t h e A g r e e m e n t o r its p e r f o r m a n c e t h a t are d i r e c t e d t o w a r d s
t h e g e n e r a l p u b l i c , i n c l u d i n g press releases, r e f e r r i n g t o t h e B u y e r in an a d v e r t i s e m e n t o r
i n t e r n e t p u b l i c a t i o n , is a l l o w e d o n l y w i t h t h e B u y e r ' s c o n s e n t b y a n y m e a n s c a p a b l e o f
p r o d u c i n g a w r i t t e n record.
10.7. T h e c o n f i d e n t i a l i t y r e q u i r e m e n t is i n d e f i n i t e .
111, In t h e e v e n t t h a t t h e G o o d s o r a p a r t o f t h e m (incl. r e l e v a n t i n f o r m a t i o n ) are p r o t e c t e d b y
i n t e l l e c t u a l p r o p e r t y r i g h t s , t h e Seller shail g r a n t to t h e B u y e r a g l o b a l i r r e v o c a b l e r o y a l t y - f r e e
license i n a c c o r d a n c e w i t h t h e C o p y r i g h t Law, w h i c h is v a l i d u n t i l t h e t e r m o f p r o t e c t i o n o f
c o p y r i g h t . The l i c e n s e shall be d e e m e d to be t r a n s f e r r e d f r o m t h e m o m e n t t h a t t h e Goods o r
?? p a r t o f t h e m (incl. r e l e v a n t i n f a r m a t i o n ) h a v e b e e n t r a n s f e r r e d . T h e t e r m s f o r t r a n s f e r a n d
u t i l i z a t i o n o f i n t e l l e c t u a l p r o p e r t y rights can be a g r e e d u p o n o t h e r w i s e in t h e c o r r e s p o n d i n g
Public C o n t r a c t .
11.2. In t h e event that the Goods o r a part of them (incl. relevant information) are protected by
any o t h e r type of inellectual property rights, the seller shall provide the buyer with necessary
rights f o r the usage of the Goods.
10/14 7
11,3. The procedure o f h a n d i n g - o vthe
e r property rights and terms of service can vary, i f it Is agreed
upon in the Public Contract.
12.1, The Seller ts obliged to send the necessary information to the codification bureau in
accordance to the procurement documents and send additional further information at the
request of the codification bureau.
1141.
In the event o f Improper performance o r non-performance of contractual obligations, both
Parties shall accept responsibilities with regard to the other, in accordance with the terms of
t h e Agreement and valid legislation.
13.2. O w n e r s h i p o f G o o d s a n d t h e risk o f loss o f , o r d a m a g e t o , t h e G o o d s is t r a n s f e r r e d f r o m t h e
Seiler to t h e B u y e r g e n e r a l l y a t t h e a p p r o p r i a t e d e l i v e r y o f G o o d s , unless a g r e e d o t h e r w i s e .
13.3. T h e Seller is r e s p o n s i b l e for t h e n o n - c o m p l i a n c e o f Goods (deficiencies) t o t h e t e r m s o f t h e
A g r e e m e n t , i f t h e n o n - c o m p l i a n c e exists d u r i n g t h e t r a n s f e r o f risk o f loss of, o r d a m a g e t o ,
t h e Goods t o t h e Buyer and if t h e non-compliance o f Goods t o t h e t e r m s o f t h e A g r e e m e n t
is d i s c o v e r e d (i.e i t w a s n o t p o s s i b l e to d i s c o v e r t h e d e f i c i e n c i e s d u r i n g n o r m a l I n s p e c t i o n , s o -
c a l l e d h i d d e n d e f i c i e n c i e s ) a f t e r t h e said risk was t r a n s f e r r e d t o t h e Buyer.
13.4. in the event that the Seller performs the Agreement improperly, t h e Buyer has the right to
refuse the acceptance o f Goods and the Obligation of payment per purchase price, and issue
to the Seller a claim to perform the obligation in accordance with the Agreement after t h e
discovery of the breach of obligation, by giving the Setler a reasonable time limit to perform
the Agreement. Until the proper delivery of Goods to the Buyer, the Seller is deemed late
w i t h delivery.
135. Goods do not comply with the terms o f the Agreement inter alia if the Goods do not have the
agreed-upon attributes, the Goods cannot be utilized for their intended purpose, a third party
has claims to the Goods o r other claims that they can issue o r the Goods have not been
Packaged in accordance with the terms of the Agreement o r the delivery-acceptance act is
absent.
136 T h e B u y e r is o b l i g a t e d t o i n f o r m t h e Seller i n w r i t i n g a b o u t t h e n o n - c o m p l i a n c e o f t h e G o o d s
(ind. deficit w i t h the Goods} w i t h i n 14 days, I f t h e B u y e r o r t h e Buyer's a u t h o r i z e d
fepresentative discovered t h e non-compliance o f t h e Goods t o t h e terms o f the A g r e e m e n t .
In said n o t i c e , t h e B u y e r is o b l i g a t e d t o c l a i m p e r f o r m a n c e o f t h e o b l i g a t i o n , b y giving a
r e a s o n a b l e t i m e l i m i t t o t h e Seller f o r t h e d u l y p e r f o r m a n c e o f t h e o b l i g a t i o n , w h i c h g e n e r a l l y
c a n n o t be l o n g e r t h a n 60 days.
23.7. In the event that the Buyer does n o t inform the Seller about deficiencies with the Goods
within the time limit stipulated in the contract after the discovery of the deficiencies, the
Seller is free from responsibility from the deficiencies with the Goods, except in cases when
n o t informing the other Party o f deficlencies was reasonably excusable.
13.8. If the Goods delivered to the Buyer are not in compliance with the terms o f theAgreement,
the Buyer has t h e right to demand from the Seller the replacement of non-compliant Goods
w i t h Goods that are in accordance with the terms of the Agreement.
13.9. i f the Goods have n o t been delivered by the set time limit, the Buyer has the right to claim a
contractus! penalty o f up to 0.25% per day o f the Goods not delivered rendered on t i n e f o r
every calendar day due, but no more than 50% of the cost of the respective Public Contract.
13.10. i f t h e Seller is in breach of any other contractual obligations beside on-time delivery, the
Buyer has the right to claim a contractual penalty of up to 10% o f the total cost o f the Goods
o f the subject o f the Public Contract.
13.11. ( f a P a r t y is i n b r e a c h o f a c o n f i d e n t i a l i t y o b l i g a t i o n , t h e o t h e r Party has t h e r i g h t t o c l a i m a
c o n t r a c t u a l p e n a l t y o f u p to 1 0 0 0 0 E u r o s p e r e a c h c o r r e s p o n d i n g breach.
13.12. In the event that the Buyer delays payment o f the invoice, the Seller has the right to claim
11124
from the Buyer default interest stipulated in the Law of Obligations § 113 subsection 1 f o r the
sum unpaid by the time limit of up to 0.25% per day for every calendary day overdue, on the
Condition t h a t the Buyer has been informed of the default interest within 30 days since its
Occurrence. The total sum of the default interest shall not exceed 10% o f the sum overdue.
Contractual penalties are to ensure the performance of the agreed-upon obligation, not t o
replace the performance o f the obligation. Claiming a contractual penalty does not remove
from the Buyer the right t o claim compensation o f damages relevant to the breach o f
Agreement.
1] a m a t e r i a l b r e a c h o f t h e A g r e e m e n t b y t h e Seller p r o v i d e s a basis t o t h e B u y e r f o r
t e r m i n a t i o n or w i t h d r a w a l o f t h e Agreement and the Buyer t e r m i n a t e s t h e Agreement, the
B u y e r m a y c l a i m f r o m t h e Seller a c o n t r a c t u a l p e n a l t y a t t h e r a t e o f 5 % o f t h e v a l u e o f t h e
Public C o n t r a c t .
In addition to terminating the Agreement o r withdrawing from it, both Parties have the right
to claim a contractual penalty for a significant breach o f Agreement in accordance with the
extent o f the Incurred damage.
The right of claim o f contractual penaities is 180 days from the discovery of thecorresponding
breach.
C o n t r a c t u a l p e n a l t i e s a n d d e f a u l t i n t e r e s t s are paid w i t h i n 28 w o r k i n g days, s t a r t i n g f r o m t h e
r e c e p t i o n o f t h e c o r r e s p o n d i n g c l a i m . The B u y e r has t h e right t o d e d u c t t h e s u m s o f claims
o f t h e c o n t r a c t u a l p e n a l t i e s a n d s u m s o f c o m p e n s a t i o n s f r o m t h e a m o u n t s t o be pald t o t h e
Buyer.
If there Is a deficit in the quantity o f the 60005, the Buyer is entitled to accept the given
Goods and issue a claim to the Seller to deliver the missing quantity of the Goods to a delivery
point designated by the Buyer within the borders o f the Republic of Estonia at the Seller's
expense.
14.1. U p o n t e r m i n a t i o n o f o r w i t h d r a w a l f r o m t h e A g r e e m e n t , t h e B u y e r s h a l l g r a n t t h e Seller a
feasonable t i m e limit f o r p e r f o r m i n g t h e Agreement, w h i c h generally cannot b e l o n g e r than
30 days. The t i m e l i m i t p r o v i d e d f o r t h e p e r f o r m a n c e o f t h e A g r e e m e n t d o e s n o t e x e m p t t h e
Party f r o m the fiability f o r breach o f obligations.
14.2. The B u y e r is n o t o b l i g a t e d to g r a n t t h e Seller a t i m e l i m i t f o r p e r f o r m i n g t h e A g r e e m e n t u p o n
t h e t e r m i n a t i o n o f / w i t h d r a w a l f r o m t h e A g r e e m e n t In t h e e v e n t o f a s i g n i f i c a n t b r e a c h o f
A g r e e m e n t . I n such an e v e n t , t h e B u y e r shall s u b m i t to t h e Seller an a p p l i c a t i o n f o r
t e r m i n a t i o n o f / withdrawal f r o m t h e Agreement w i t h i n a reasonable time limit, starting f r o m
t h e m o m e n t t h e s i g n i f i c a n t breach o f A g r e e m e n t b e c a m e a p p a r e n t . T h e t e r m i n a t i o n o f /
w i t h d r a w a l f r o m o f t h e A g r e e m e n t is d e e m e d to have b e e n f i n a l i z e d w h e n t h e a p p l i c a t i o n f o r
t e r m i n a t i o n o f / w i t h d r a w a l f r o m t h e A g r e e m e n t has b e e n received b y t h e Selier.
143. Upon expiry of the additional time limit given for the performance of the Agreement, the
Buyer can submit to the Seiler a written application for the termination of / withdrawal from
the Agreement. The Agreement is deemed to be terminated / withdrawn from at the m o m e n t
o f the application?s reception by the Seller. An application for the termination o f/ withdrawal
from the Agreement is not necessary, if upon previously granting an additional time limit, the
Buyer has informed the Seller in writing about the termination of / withdrawal from the
Agreement in the event o f an unperformed contractual obligation during the given time limit.
in such an event, the Agreement shail be terminated upon the passing of the time limit
provided by the Buyer for the performance of the Agreement and on the condition that the
Seller has not offered proper performance of the Agreement to the Buyer,
144. Both Parties have the right to terminate o r withdraw from the Agreement, If the other Party
Is in significant breach of contractual obligations (significant breach o f contract). Significant
breaches of Agreement include inter alia:
14.4.1. one Party is in breach of contractual obligations wilfully or due to severe negligence;
144.2. the Seller has not performed their obligations during the additional t i m e limit given
12a
sh A C
by the Buyer;
14.4.3. the Seller has notified the Buyer about their refusal to perform the Agreement;
14.4.4, the Seller has submitted false information o r forged information;
14.4.5. one Party is in breach o f the obligation o f confidentiality;
14.4.6. _ the breach of obligation gives one Party reasonable cause to presume that the other
Party will not be performing their obligations in the future;
24.4.7. the Seller has infringements o f the law with the sale o f the item of the Agreement;
14.4.8. t h e Seller's l i c e n s e s f o r t h e p e r f o r m a n c e o f t h e A g r e e m e n t e x p i r e a n d the Seller
does n o t e x t e n d t h e m or the e x t e n s i o n o f t h e l i c e n s e s Is n o t possible f o r
circumstances i n d e p e n d e n t o f t h e Seller;
14.4.9. the Seller has been in breach of contractual conditions more than three times.
14.5. The B u y e r has t h e r i g h t t o t e r m i n a t e t h e A g r e e m e n t u n d e r e x t r a o r d i n a r y c i r c u m s t a n c e s , i f a
b a n k r u p t c y o r d e r o r process o f l i q u i d a t i o n has been i n i t i a t e d t o w a r d s t h e Seller,
14.6. The B u y e r has t h e right t o t e r m i n a t e o r w i t h d r a w f r o m t h e A g r e e m e n t at a n y t i m e , b y
i n f o r m i n g t h e Seller a t least 30 c a l e n d a r days b e f o r e h a n d .
14.7. Both Parties have the right to terminate the Agreement at any time with b o t h Parties?w r i t t e n
consent.
14.8. In the event o f terminating the Agreement, the Parties are not obligated t o perform the
Agreement. in the event o f a termination of / withdrawal from the Agreement, b o t h Parties
are obligated to return to the other Party everything that has been already delivered for the
t i m e following the termination of the Agreement, in accordance w i t h the Law o f Obligations
Act.
14.9. T h e B u y e r has t h e right t o a p p l y t h e g i v e n s e c t i o n (section 14. o f t h i s A g r e e m e n t ) b o t h t o t h e
F r a m e w o r k A g r e e m e n t a n d t h e Public Contract?s t e r m i n a t i o n .
15. Contact Persons
15.1, The Buyer's c o n t a c t p e r s o n is t h e c o r r e s p o n d i n g c a t e g o r y m a n a g e r , w h o at t h e t i m e o f t h e
conclusion o f this A g r e e m e n t is M s . Maia Prunt (phone +372 S554 6781,
e m a i l m a i a . p r u n t @ r k i k . e e ; cc: s o d u r @ r k i k . e e ) .
15.2. T h e B u y e r ' s p u r c h a s e m a n a g e r o r t h e B u y e r ' s a u t h o r i z e d c o n t a c t p e r s o n s s h a l l issue p u r c h a s e
o r d e r s . A u t h o r i z a t i o n s a n d t h e i r r e t r a c t i o n s take place via e m a i l .
15.3. The Seller's contact person is Anna Chudzik {phone +48 669 727235,
e m a i l o f f i c e @klotho.pl).
15.4. T h e c o n t a c t p e r s o n ( s ) i n t e r m s o f a c c e p t i n g t h e g o o d s s h a l l b e s t a t e d in t h e Public C o n t r a c t .
15.5. A l l n o t i c e s w h i c h d o n o t h a v e legal c o n s e q u e n c e s shall be issued v i a e m a l l a n d m u s t b e
a d d r e s s e d t o t h e c o n t r a c t u a l p e r s o n s o f c o n t a c t , u n l e s s a g r e e d o t h e r w i s e in t h e A g r e e m e n t .
15.6. In the event of changes to contact persons o r other information, the corresponding Party
shall inform the other Party of such changes promptly via email, latest by five days. This notice
shall not be deemed as amendment to the Agreement.
1 6 Final Provisions
16.1. This Agreement shail enter into force with the Buyer's signature.
16.2. The Agreement is valid f o r 84 months or until the estimated maximum cost set in section 7.1
has been met.
16.3. L a n g u a g e u s e d t o p e r f o r m t h e A g r e e m e n t is E s t o n i a n , unless t h e P a r t i e s h a v e a g r e e d
otherwise.
16.4. F o r t h e p e r f o r m a n c e o f t h i s A g r e e m e n t a n d Gisputes arising f r o m t h e A g r e e m e n t , l e g i s l a t i o n
o f t h e R e p u b l i c o f Estonia Is p r e v a l e n t , u n l e s s t h e P a r t i e s h a v e a g r e e d o t h e r w i s e .
16.5. B o t h P a r t l e s h a v e a g r e e d t o u s e all m e a n s necessary t o s e t t l e d i f f e r e n c e s b e t w e e n o n e
another through negotiations. in the event o f not Teaching an agreement, the dispute shall
be settled in accordance with the tegislation of the Republic of Estonia at the Harju District
Court, unless the Parties have agreed otherwise.
13/14
16.6. The invalidity o f a single provision o f the Agreement does not bring about the Invalidity o f
the entire Agreement o r other provisions.
16.7, Neither Party has the right to transfer their Agreementual rights and obligations to third
parties w i t h o u t a written consent of the other Party,
16.8. Amending the concluded Agreement can be agreed upon on the grounds and extent o f t h e
Estonian Public Procurement Act.
16.5. A m e n d m e n t s to t h e A g r e e m e n t a r e v a l i d If t h e y h a v e b e e n f o r m a l i z e d i n w r i t i n g . N o t
f o l l o w i n g t h e w r i t t e n f o r m a t r e q u i r e m e n t d e e m s any a m e n d m e n t s to t h e A g r e e m e n t v o i d .
All a m e n d m e n t s t o t h e A g r e e m e n t shall e n t e r i n t o f o r c e u p o n s i g n a t u r e b y b o t h Parties o r
u p o n t h e t i m e l i m i t s t i p u l a t e d b y t h e Parties,
16.10. Notifications o f legal effect between the Parties must be submitted in writing o r via e-mail
with signatures from the respective Party, A written notice shall be deemed to have been
recelved Jnter alia if it has been sent by registered mail to the address specified in the
Agreement and 5 working days have passed since the notice was mailed. When sending the
Notice via emall, the notice is be deemed to have been received on the working day after the
Notice was sent.
1 6 . 1 1 . This A g r e e m e n t a n d t h e d o c u m e n t s h a v e b e e n c r e a t e d in b o t h E s t o n i a n a n d English. in t h e
e v e n t o f a c o n t r a d i c t i o n b e t w e e n t h e Estonian a n d t h e English A g r e e m e n t / d o c u m e n t s , t h e
E s t o n l a n A g r e e m e n t / d o c u m e n t s w i l l be t h e s u p e r i o r v a r i a n t .
16.12. This Agreement has been made in one or t w o coples and signed by both Parties d i g i t a l l y/ in
writing and issued to both Parties with signatures,
17. Annexes
17.1, Annex 1. Technical Description;
17.2. Annex 2. Codification criteria:
17.3, Annex 3. Security requirements with Annexes; K L O T H O Sp. z 0 . 0 .
17.4. A n n e x 4. S m a r t e n Logistics c r i t e r i a ; ul, 4 . S t r u g a 4
17.5. Annex 5. The Seller's tender. 90-513 t é d é
NIP: 7 2 7 - 2 8 - 1 2 . 8 5 6
Buyer: Seller: PREZES ZARZADU
KLOTHO Sp. z 0.0,
4
A eCharagit.
. Anna Chudzik
Signature/date Signature/date
Katri Raudsepp Anna Chudzik
Deputy Director General Authorized representative
acting as Director General
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F o r t h e p u r p o s e s o f c o d i f i c a t i o n o f t h e g o o d s , t h e Seller shall a t l e a s t s u b m i t t h e c o d i f i c a t i o n
Office t h e d e t a i l s r e f e r r e d to i n t h e clause 2 i n a f o r m a t t h a t can be r e p r o d u c e d i n w r i t i n g a n d
a t t h e request o f t h e codification office additional details w i t h o u t delay,
1.2. Codification d e t a i l s d o n o t need t o b e t r a n s m i t t e d i f t h e y have been previously t r a n s m i t t e d
f o r t h e s a m e g o o d s . in t h i s case, t h e S e l l e r shall i n f o r m t h e c o d i f i c a t i o n o f f i c e o f t h e p r e v i o u s
t r a n s m i s s i o n a f t h e c o d i f i c a t i o n d e t a i l s a n d shall i n d i c a t e t h e c o d i f i c a t i o n o f f i c e t a w h i c h t h e
details have been submitted.
1.3. T h e Seller shall s u b m i t o r c o o r d i n a t e t h e s u b m i s s i o n o f s u p p l e m e n t a r y i n f o r m a t i o n t o t h e
c o d i f i c a t i o n o f f i c e f o r all m a d i f i c a t i o n s , d e s i g n o r d r a w i n g c h a n g e s d u r i n g t h e t e r m o f t h e
Agreement.
14 The c o d i f i c a t i o n o f f i c e has t h e r i g h t t o r e q u e s t a d d i t i o n a l i n f o r m a t i o n f r o m t h e S e l l e r ,
including drawings, standards a n d specifications and their reference numbers, spare p a r t s
data, product c a t a l o g u e s , user m a n u a l s .
15. W h e r e t h e Seller s u b c o n t r a c t s t h e p e r f o r m a n c e o f t h e A g r e e m e n t , t h e Seller s h a l l e n s u r e
t h a t t h e i n f o r m a t i o n r e q u i r e d f o r c o d i f i c a t i o n is also p r o v i d e d f o r t h e s u b c o n t r a c t e d i t e m s .
1.6. T h e c o d i f i c a t i o n o f f i c e I n f o r m s t h e Seller o f t h e c o m p l e t i o n o f t h e c o d e o r t h e r e a s o n s f o r
r e f u s i n g t o c r e a t e t h e c o d e . In t h e case o f g o o d s p r o d u c e d i n Estonia, a c o d e shail b e
g e n e r a t e d w i t h i n t w o w e e k s i f s u f f i c t e n t d e t a i l s a r e a v a l l a b l e . In t h e case o f g o o d s p r o d u c e d
a b r o a d , t h e N A T O Stock N u m b e r shall b e c r e a t e d b y t h e c o d i f i c a t i o n o f f i c e o f t h e c o u n t r y
concemed w i t h i n t w o months.
2.1, DETAILS OF THE M A N U F A C T U R I N G C O M P A N Y ( c o m p a n y o w n i n g t h e c o p y r i g h t s t o t h e
goods):
2.1.1. name;
2.1.2. address;
2.1.3. phone number;
2.1.4. email address;
2.1.5. website address.
2.2. DETAILS RELATING TO THE GOODS:
2.2.1, The d e s i g n a t i o n o f t h e g o o d s a n d t h e n a m e o f t h e m a n u f a c t u r e r , i f d i f f e r e n t f r o m
t h e n a m e o f t h e s u b j e c t o f t h e A g r e e m e n t ( i n E s t o n i a n a n d English).
2.2.2. 1 3 - d i g i t N A T O STOCK N U M B E R NSN { i f k n o w n ) .
2.2.3. Manufacturer's markings (manufacturer-issued markings (mode! number), f a c t o r y
d e s i g n a t i o n s a n d c o d e s ; spare p a r t n a m e s , m a r k i n g s , d e s i g n a t i o n s a n d c o d e s ;
r e f e r e n c e s t o p r o d u c t c a t a l o g u e a n d user m a n u a l ) .
2.2.4. Supplementary technical documentation (references to drawings, standards,
specifications, i f available}.
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Anna C h u d z i t
2.3, DETAILS OF THE DATA PROVIDER/CONTACT PERSON:
2.3.1. name;
2.3.2. address;
2.33. phone number;
2.3.4. email address.
HAGO, HES LTD, RZADU
PREZES ZARZAD
A Chudeark
Anna Chudztk
Annex 3
SECURITY REQUIREMENTS
2.1.1, P e r s o n t o b e c h e c k e d ? e m p l o y e e o f t h e c o n t r a c t o r o r s u b c o n t r a c t o r w h o is s u b j e c t to a
b a c k g r o u n d check, h a v i n g given his o r h e r p r i o r w r i t t e n c o n s e n t w h e n a p p l y i n g f o r the r i g h t
t o e n t e r t o t h e r e s t r i c t e d m i l i t a r y a r e a o f t h e D e f e n c e Forces.
2.1.2. B a c k g r o u n d c h e c k ~ i n s p e c t i o n o f t h e c i r c u m s t a n c e s p r o v i d e d f o r in § 41? o f t h e E s t o n i a n
D e f e n c e Forces O r g a n i s a t i o n A c t w i t h t h e p u r p o s e o f e n s u r i n g t h e s e c u r i t y o f t h e D e f e n c e
Forces a n d t o d e c i d e on a l l o w i n g t h e p e r s o n t o be c h e c k e d t o e n t e r t h e r e s t r i c t e d m i l i t a r y
a r e a of t h e D e f e n c e Forces.
2.1.3, S t r u c t u r a l u n i t o f t h e D e f e n c e Forces - i n t h e m e a n i n g o f § 12 a n d § 13 o f t h e Estonian
D e f e n c e Forces O r g a n i s a t i o n A c t .
2.14. R e s t r i c t e d m i l l i t o r y a r e a o f t h e D e f e n c e Forces - i n t h e m e a n i n g o f 5 5 0 o f t h e E s t o n i a n
D e f e n c e Forces O r g a n i s a t i o n A c t .
2 5 . S u b j e c t - m a t t e r o f t h e public p r o c u r e m e n t - t h e area o f w o r k located in t h e restricted
m i l i t a r y a r e a o f t h e D e f e n c e Forces i n t e n d e d f o r p e r f a r m i n g t h e c o n t r a c t .
2.1.6. Security requirements ? the general security requirements specified In this document, incl.
the requirements related to conducting background checks and the requirements
established to ensure the security of the Defence Forces arising from other legal acts.
2.1.7. Access application - document, that the contractor's responsible person is obligated to
submit in order to initiate a background check of the person t o be checked and f o r t h a t
person to obtain a right to access the site. Access application can be submitted using the
attached sample or by sending a free-form e-mail to the e-mail address:
teenusepakkujad@milee. Completed background check consent forms shall be attached
tao pthe
plication.
2.1.8, Consent f o r m ? d o c u m e n t f o r m a c c o m t hpe a
access
n y a pip l i n
c a t igo n t h a t t h e p e r s o n t o
be checked is required to complete.
2.1.9. Right of a c c e--sthe
s right to be present at the site in connection t o performing the contract.
One o f the prerequisites for obtaining t h e right of access is to pass a background check.
2.1.10. Person w i t h the r i g h t o f access - employee of the contractor o r subcontractor who has
passed the background check and who has the right t o enter and stay at the site
unaccompanied In connection with performing the contract. Person w i t h the right o f access
shall be admitted t o the object under t h e conditions established by the specific structural
unit of the Defence Forces.
2.1.41. Person w i t h a special r i g h t o f access ? person with the right of access who, only In
exceptional cases and with the prior approval of the responsible person o f the Defence
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Forces, has the right to enter and stay at the site with an escort of the contractor in
connection w i t h performing the contract.
2.1.12. Responsible person o f the Defence Forces ? person appointed by the Defence Forces who
Is responsible f o r compliance with the security requirements at a site in a specific restricted
military area of the Defence Forces.
2.1.13. Responsible person o f the Estonian Centre f o r Defence investments ~ contractual contact
person, through w h o m the performance of contractual obligations and the forwarding of
the notices, requirements and other documents prescribed in the contract is organized.
2.1.14. Responsible person o f the c o n t r a c t o -r person appointed by the contractor responsible for
compliance with security requirements.
2.1.15. Responsible person a t t h e site ? person a p p o i n t e d by t h e contractor responsible f o r
c o m p l i a n c e w i t h s e c u r i t y r e q u i r e m e n t s a t t h e site l o c a t e d in t h e r e s t r i c t e d m i l i t a r y area o f
t h e D e f e n c e Forces.
3.1. C o n t r a c t o r has t h e r i g h t t o :
3.1.2. r e c e i v e f r o m t h e r e s p o n s i b l e p e r s o n o f t h e D e f e n c e Forces i n f o r m a t i o n n e c e s s a r y f o r
fulfilling security requirements;
3.1.2. Feceive information on obtaining a right o f access from the responsible person o f the
Defence Forces, dependent on the results of the background check.
32. C o n t r a c t o r is o b l i g a t e d t o ;
3.2.1. e n s u r e t h e p r o v i s i o n of t h e service a g r e e d u p o n i n t h e c o n t r a c t o n l y b y a p e r s o n w i t h a r i g h t
o f access;
3.2.2, e n s u r e t h e c o m p l i a n c e of t h e p e r s o n w i t h a r i g h t o f access, incl. a p e r s o n w i t h a s p e c i a l right
o f access, w i t h the conditions established in the restricted military area of the Defence
Forces and to ensure the compliance o f the subcontractor as well;
3.2.3. n o t to m a k e a plan w h e r e b y t h e service w o u l d be p r o v i d e d b y a p e r s o n :
3.2.3.1. t o w h o m a r i g h t o f access has n o t b e e n g r a n t e d ;
3.2.3.2. w h o has n o t u n d e r g o n e a b a c k g r o u n d check; o r
3.2.3.3. who has a special right of access but the right of access has not been coordinated;
3.2.4. s u b m i t t h e f o l l o w i n g d o c u m e n t s t o t h e e - m a i l address
t e e n u s e p a k k u j a d @ m i l . c e , t h a t are
required to be presented In order to obtain a right of access and Initiate the background
c h e c k as s o o n as p o s s i b l e , ad n o t later t h a n ?? (7: rking days before the
commencement o f the work agreed upon in the contract, o f the physical person providing
a service at the site
3.2.4.1. access application (see example), and
3.2.4.2. completed and handwritten (scanned) or digitally signed consent of the person t o
be checked;
3.2.5. f o r w a r d t h e o r i g i n a l d o c u m e n t s o f t h e c o n s e n t s i n d i c a t e d i n t h e a f o r e m e n t i o n e d clause t o
t h e p o s t a l address: D e f e n c e Forces, M a g a s i n i 31A, 1 0 1 3 8 , Tallinn;
3.2.6. indicate In the free-form access application:
3.2.6.1. the forename and surname, personal identification code of the natural person
providing the service and the name o f the contractor and / o r subcontractor;
3.2.6.2. J u s t i f i c a t i o n f o r o b t a i n i n g t h e r i g h t o f access, i.e. d e s c r i p t i o n o f t h e service o r w o r k
t o b e p e r f o r m e d at t h e s p e c i f i c site;
3.2.6.3. reference to the contract concluded and the term of the contract;
3.2.6.4, Information on the vehicle (make/model and registration number) w i t h which the
restricted military area of the Defence Forces would be accessed;
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3.2.6.5. contact details o f the contractor's representative (e-mail address, phone
number);
3.2.6.6. signed consent o f the person to be checked; attach It to the applicatio
3.2.7. a d d t h e f o l l o w i n g t o t h e a p p l i c a t i o n f o r g a i n i n g r i g h t o f access a n d i n i t i a t i n g a b a c k g r o u n d
c h e c k f o r an a l i e n : c o p y o f t h e p i c t u r e page o f t h e i d e n t i t y d o c u m e n t , incl. a visa o r o t h e r
d o c u m e n t c o n f i r m i n g t h e legal basis f o r s t a y i n g in Estonia;
3.2.8. c o n f i r m a t i o n a n d c e r t i f i c a t i o n o f g r a n t i n g , possessing a n d e x t e n d i n g t h e legal basis f o r t h e
e m p l o y m e n t o f a n alien i n Estonia (Aliens Act § 19 a n d § 20);
3.2.9. s u b m i t a n e w access a p p l i c a t i o n t o g e t h e r w i t h t h e person?s c o n s e n t , if, a s a r e s u l t o f t h e
b a c k g r o u n d c h e c k o f t h e p e r s o n b e i n g c h e c k e d , a r i g h t o f access h a s n o t b e e n o b t a i n e d ;
3.2.10. m a i n t a i n an u p - t o - d a t e list o f p e r s o n s w i t h a r i g h t o f access, a n d t o u p d a t e , a t t h e e n d o f
e a c h c a l e n d a r year, t h e l i s t o f e m p l o y e e s w h o w i l l c o n t i n u e t o p r o v i d e t h e service d u r i n g
t h e n e w c a l e n d a r year, t o t h i s e n d an u p - t o - d a t e list shall be s e n t t o t h e e - m a i l a d d r e s s
[email protected];
3.2.11, n o t i f y w i t h o u t d e l a y o f a p e r s o n w i t h a r i g h t o f access n o l o n g e r n e e d i n g access t o t h e site,
by sending a n e-mail t o
[email protected];
3.2.12. notify w i t h o u t delay the responsible person o f t h e D e f e n c e Forces o f a n y s e c u r i t y
r e q u i r e m e n t v i o l a t i o n s o r s u s p i c i o n s o f v i o l a t i o n s a t t h e site.
4.1. T h e D e f e n c e Forces h a v e t h e r i g h t t o :
4.11. c o n d u c t a b a c k g r o u n d c h e c k o n t h e p e r s o n t o b e c h e c k e d , t h i s is g e n e r a l l y d o n e w i t h i n
seven (7) w o r k i n g d a y s o f r e c e i v i n g a p r o p e r access a p p l i c a t i o n a n d c o n s e n t ;
4.12 nm un ck i conditions 5(
f o l l o w i nt hge d e a d l i n e s s e t f o r t h
i n dause 4.1.1:
4.13, i n o t h e r J u s t i f i e d c a s e s , extend t h e d e a d l i n e f o r a b a c k g r o u n d c h e c k b y up t o seven ( 7 )
w o r k i n g days, g i v i n g n o t i c e o f t h i s t o t h e r e s p o n s i b l e p e r s o n o f t h e C o n t r a c t o r i n a f o r m
re in ing:
4.14. establish security requirements, n o t i f y i n g the responsible person o f t h e C o n t r a c t o r o f t h e s e
w i t h o u t delay;
4.15. g r a n t a right o f access t o t h e p e r s o n b e i n g c h e c k e d o r r e s t r i c t t h a t person?s r i g h t o f access
o r g r a n t t h e r i g h t o f a c c e s s t o t h a t p e r s o n w i t h a s p e c i a l c o n d i t i o n on t h e basis o f
c i r c u m s t a n c e s r e v e a l e d i n t h e b a c k g r o u n d check;
4.16. r e f u s e t o g r a n t a right o f access f o r s e c u r i t y reasons, incl. to a
p e r s o n w h o has n o t been a
s u b j e c t o f a b a c k g r o u n d c h e c k o r t o a p e r s o n w h o c a n n o t be s u b j e c t e d t o a b a c k g r o u n d
c h e c k , b u t also t o r e f u s e t o c o o r d i n a t e t h e r i g h t o f access o f a p e r s o n w i t h a s p e c i a l right o f
access;
4.17. r e s t r i c t access t o m i l i t a r y r e s t r i c t e d areas f o r s t a t e l e s s p e r s o n s o r p e r s o n s w i t h f o r e i g n
c i t i z e n s h i p , a d h e r i n g t o r i g h t o f access t o s t a t e secrets, t h e n e e d t o k n o w a n d o t h e r
r e q u i r e m e n t s p r o v i d e d f o r i n t h e S t a t e Secrets a n d Classified F o r e i g n I n f o r m a t i o n A c t ;
4.18. p r o h i b i t t h e p e r s o n c h e c k e d f r o m e n t e r i n g t h e s i t e i f no c o n s e n t w a s s u b m i t t e d o r i f i t w a s
submitted incorrectly;
4.19. check t h e observance o f security r e q u i r e m e n t s established a t t h e site w i t h regard t o a
p e r s o n w i t h a r i g h t o f access a n d / o r t o a p e r s o n w i t h a s p e c i a l r i g h t o f access;
4.1,10. p r o h i b i t t h e p e r s o n r e f e r r e d t o in clauses 2 . 1 . 1 0 a n d 2 . 1 . 1 1 f r o m s t a y i n g i n t h e r e s t r i c t e d
m i l i t a r y a r e a o f t h e D e f e n c e Forces in t h e e v e n t o f n o n - c o m p l i a n c e w i t h o r v i o l a t i o n o f
security requirements.
4.2, T h e Defence Forces u n d e r t a k e s t o :
4.2.1. n o t i f y , in a f o r m r e p r o d u c i b l e i n w r i t i n g , t h e r e s p o n s i b l e p e r s o n o f t h e C o n t r a c t o r In w r i t i n g
o f a p e r s o n c h e c k e d b e i n g g i v e n a r i g h t o f access, Incl. t h e r e l e v a n t r e s t r i c t i o n s a t t h e site;
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4.2.2, notify the responsible person of the Contractor o f determining a violation o f the security
requirements by a person with a right of access or a special right o f access, which excludes
him or her from acquiring a further right of access to the site;
42,3. Introduce the security requirements established at the site or amendments thereto to the
Person with a right of access, Incl. person with a special right of access.
43. The contacts of the responsible person o f the Defence Forces (clause 2.1.12), the
responsible person o f the Centre f o r Defence Investment (clause 2.1.13), the responsible
Person o f the contractor (2.1.14), the responsible person at the site (clause 2.1.15) shall be
determined upon concluding the contract.
4 A party shall notify the other party in writing of a change o f responsible persons In a format
which can be reproduced in writing.
2 During the processing of personal data, the requirements o f the applicable legislation are
adhered to.
43 The Defence Forces have the right to make extraordinary proposals to the Estonian Centre
f o r Defence Investments to terminate the contract regardless of the perlod f o r giving notice,
i f the contractor violates the obligations specified in clauses 3.2.1.?3.2.4, the confidentiality
fequirement provided in the contract Is not observed or the contractor's o r subcontractor's
employees do not comply with the requirements established in the restricted military area
of the Defence Forces.
HAGO
1. PREZES Z A R Z A D U
KLOTHO Sp. z 0.0.
A . Chudale
Anna Chudztk
4
| ESTONIAN DEFENCE FORCES.
FOR INTERNAL USE ONLY
Restrictions on access apply
asof the date the form is completed
and as long as required but no longer than 75 years.
Legal grounds: Public information Act clause 35 (1) 12)
APPLICATION FOR GAINING ACCESS TO THE RESTRICTED MILITARY AREA OF THE DEFENCE FORCES
ACCESS APPLICATION
(Registration number]
|
With this application, | confirm that [company name] has concluded a contract with [name of the
institution] and has a need to gain access to the restricted military area of the Defence Forces in
connection with Contract No. {Contract No.]. The Contract shall remain in force from [start date of the
contract] to [end date o f the contract].
[Name o f the company} performs in the restricted military area of the Defence Forces [ p u r p o
of st hee
c o n nature
t r a o f the
c works]
t , and applies f o r a right of access to the following sites:
1. Name of t h e site: [name o f the site]
Address: [address]
Responsible person at the site: [forename a n d surname], [phone number], [e-mail address]
Responsible person o f the Defence Forces: [forename and surname]
2. etc.
W i t h regard to need to access the aforementioned sites of the Defence Forces, the contractor [company
name] requests that a background check be initiated on the following person(s) as employees o f the
contractor [company name] [and name o f the subcontractor), based on the consent of the persons
(signed consent forms attached to the application) and vehicles noted in the access application.
E m p l o y e e s o f t h e malin c o n t r a c t o r ( c o m p a n y n a m e ] :
1. [ f o r e n a m e a n d s u r n a m e , p e r s o n a l i d e n t i f i c a t i o n code}
2. ete.
Employees o f t h e subcontractor [company name}:
1. [ f o r e n a m e a n d s u r n a m e , p e r s o n a t i d e n t i f i c a t i o n code)
2. e t c
Vehicles:
1. Registration numberMake / model
2. etc.
The contractor is aware that, depending on the result of the background check, the Defence Forces has
the right to restrict the access o f persons to the restricted military area of the Defence Forces and that
successfully passing the background check does n o t guarantee automatic access to the restricted military
area o f the Defence Forces.
[Signature]
[forename and surname) HAGO 0 PREZES Z A R Z A D U
[Position) K L O T HSp.
O 20.9,
Wi 4 6
Anna Chudzik
ESTONIAN DEFENCE FORCES
FOR INTERNAL USE ONLY
Restrictions on access apply
?as of the date
the form is completed
and as long as required but no longer than 75 years.
Legal grounds: Public information Act clause 35 {1) 12}
KINNITATUD
Kaitsevde juhataja 07.02.2025
kaskkirJaga n r 223
Usa ne 4
THE RESTRICTED MILITARY AREAS OF THE ESTONIAN DEFENCE FORCES FOR THE PROVISION OF
SERVICES
(first a n d fast name)
1. T h e E s t o n i a n D e f e n c e Forces (EDF) has t h e r i g h t t o c o n d u c t a b a c k g r o u n d check in a c c o r d a n c e w i t h
section 41° of the Estonian Defence Forces Organisation Act (hereinafter the EDFOA).
' h a v e the right to refuse to authorise the background check (clause 41° (2) 1) of the EDFOA).
t have the right to refuse to disclose information that might cause myself, my partner o r a person
close to me to become subject to offence proceedings (clause 41° (2) 2) o f the EDFOA).
| have the right to request the termination of collecting my data o r making queries about me (clause
416 (2) 3) of the EDFOA).
5 | have the right t o give explanations about the information collected about m e (dause 41° (2) 4) o f
the EDFOA).
6 I h a v e t h e r i g h t t o t u r n t o t h e c o u r t , t h e C h a n c e l l o r o f Justice a n d t h e D a t a P r o t e c t i o n I n s p e c t o r a t e t o
protect my rights and challenge the decisions made about me based on the data collected in
accordance w i t h section 41° of the EDFOA to verify that my data is collected In compliance w i t h my
fundamental rights and freedoms and the principle of good governance (clause 41° (2) 5) of the
EDFOA).
i f | refuse to authorise o r request the termination of collecting my data o r making queries about me,
this serves as the grounds f o r not giving me clearance to enter the restricted military area of the EDF
(section 4 1 ?of the EDFOA).
The EDF has the right to restrict my rights regarding t h e personal data being processed (clause 417°
(3) 4) o f the EDFOA).
W h e n l a m o n t h e r e s t r i c t e d m i l i t a r y a r e a o f t h e EOF ( s u b s e c t i o n 52 (3) o f t h e EDFOA), | a m o b l i g a t e d
to follow t h e order in force in the EDF (including the order for fire safety, traffic and parking) and the
orders o f representatives o f the EDF (subsection 52(2) of the EDFOA), and | am aware that
9.1. It Is forbidden to enter the restricted military area of the EDF while in the possession o f alcohol
o r narcotic o r psychoactive substances, firearms, explosives, partially o r fully automatic o r
remote-controlled flying obje 6: drones), radioactive and easily flammable substances or
HAGOR| D PREZES ZARZADU
a2 KLOTHO Sp. z.0.0.
4 Chudaic
Anne Chudzik
ESTONIAN DEFENCE FORCES
FOR INTERNAL USE ONLY
Restrictions on access apply
as of the date the form is completed
and as long as required but no longer than 75 years.
Legal grounds: Public Information Act clause 35 (2) 12)
Items t h a t contain such substances, and other things that might endanger myself or other
persons, technology and equipment on the premises;
9.2, third persons cannot be brought to or allowed to enter the restricted military area o f the EDF
w i t h o u t the permission of the EDF;
9.3. the person entering the restricted military area o f the EDF In a vehicle is obligated to cover up,
turn off o r remove afl on-board cameras with video and/or audio recording;
9.4. the EDF has the right t o detain a person (or a vehicle} entering, staying in or leaving the restricted
military area of the EDF to conduct a security inspection and check the person (including their
clothing, possessions and vehicle) by visual inspection, groping, o r with a technical device or ?
trained service dog:
9.5. f o r security and safety reasons, the EDF can temporarily prohibit a person from entering the
restricted military area, or to order the persons staying in the restricted military area o f the EDF
t o leave, o r to prohibit them from leaving;
8.6. w i t h o u t a prior consent o f the EDF, it is forbidden to take photographs o r videos o r make audio
Fecordings in the restricted military area or buildings of the EDF, and t o share/upload such
recordings in any form or environment;
9.7. it is forbidden t o stay in the restricted military area of the EDF under the influence o f alcohol,
narcotic, o r psychoactive substances, o r with the suspicion o r signs of such influence;
5.8. ?? is forbidden to display symbols o f aggression (including in vehicles) in the restricted m i l i t a r y
area o f the EDF. PREZES Z A R Z A D U
KLOTHO Sp. z 0.0,
A Chugan \
Anna Chudzik
(day, month, year) [ signed digitally }*
HAGOR INDUS 0.
1 Can also be signed on paper
ANNEX 4
SMARTEN
??? ? ? ? po caste ota taicndatued kore LOGI STICS
Alates 18.07.2022 m u u t u b Rukki ja Assaku lattu kauba mahalaadimise ja vastuvatu kord. Kbik kaubasaabumised peavad olema
eelnevait registreeritud, ka sils kui kaupa on valid Ohe alusejagu.
Broneeringud tuleb teha Bogeri mahalaadimise keskkonnas: Smarten {infosys.ee)
1. Kaubaga Smarteni territooriumile joudes peab autojuht minema vastuvdtu torni (Rukkis A- t o m j a Assakul hoone keskel olev
t o m ilma tahiseta) ja esitama kauba tooja (tarnija/vedaja)kauba saatedokumentatslooni.
Suhul, kul szatedokumentatsioon! esitada el ole, Mahalaagimist el tolmu (v.a. Juhul kui needon vastuvStu mailboksi eeinevalt
saadetud ja need on tuvastatavad).
Vastuvdcu maliboks Vastuvott@ smarten.ee
2. Keuba ssatedokumentatsiooni! peeb olema Smarteni sUsteemi ostuteHlimusele (OY) 1:3-leidentne vilde, mille alusel saabunud
kaubale vastav ostutellimus (OT) sUsteemist tuvastada.tubul, kui saatedokumentatsioonls vastav marge puudub, mahalaadimist
s l t o l m y {v.a. juhulkui selle oskab 6 6 1 0 kauba tooja Ja see on slsteemist tuvastatav).
3. Konteinerite mahalaadimise info peab olema Boger mahalaadimise broneerimiskeskkonnas Smarten {infosys.ee) vahemait 3
t S p s e v a etre broneeritud koos viltega ostutellimusele. E- maill saatmisest konteinerite mahalaadimise broneerimiseks ef p i t s .
Olaltoodud kehtestamisega tagame parema mahalaadimise kvaliteedi Ja ressursiplaneerimise.
? ? ? ? ? ? ??? ?? ? ? ? ? ? ?
H a u m n a n > 1 8 . 0 7 . 2 0 2 2 Ha c h n a g a x P y n x i ? ACCAKY MEHNETCA NOPAAOK 3 a r p y s k H 1 NpweMa TORapa. Boe NPHxO ASI TOREPOS ? ?
G e i t e s a p e r n c r p m p o s a n e l s a p a n e e , ? ? ? ? CCAM NPHHATS HYKHO TOALKO O H H ? ? ? ?
B p o w n p o s a t w e M o m n o c a e n a r s 8 c p e n e s a s r p y a k u Boger: S m a r t e n { i n f o s y s . c e }
1. ? ? ? ?????? ? ? Tosapa Ha TeppuTopmio Cmaprena ??6??????? AOMKeN ? ? ? ? ? ? NPMEMHOA 6????8? (Ha PyxKu s e i u k aA ??
Wa Accaxy ? ? ? ? nocepedune 6e3 seisecku) 1 NPEADABMT> CONPOBOAMTEARHME AORYMEHTe Ha ? ? ? Tosap. ECAN ??
ACKYMEHTOR HET, TO BbITDYSKa HE COCTOKTCR (ECAH ??????? AOKYMEHTel 3apaHee He G a n OTNPEBNeHsi Ha Noury).
SAeKTPOHHDIA agpec NpHeMa ??? ??
[email protected]
2. H a ????????????? a o n y m e n T a u n n T o s a p a ROAMHA G u i t i s ?????? Me , ? ? ? ? ? Kak 4 8 CHcTeme ConapTeHa ( O T ) 1 : 1 , Ha ????0? ? ?
??????? ? ? ? ? ? ? ? ? NPHSeIBWHH ToBap. ? ? ? OTcyTCTEHH COoTRETCTAYIOUIEd OTMETKHP a s r p y s k a He cocToHTCR
(ecan t o m n o s t y ? ? ? ? HE MONET ? ? ? ? ? TOT, KTO NPKBES TOBAP H ???? COBNAASET
> ? ? ? &cncteme),
3. H e r p o p m a u i n 0 p a s r p y s n e K o H T e l i p e p o s AOAKHa GbiTs ? c p e g e GpoHMpoRaHWA a b i t p y s K n B o g e r S m a r t e n ( i n f o s y s . e e ) n o
m e H e u l e h m e p e sa 3 ? ? ? ? ? AHA Co 66 ??? Ha 3akaz Ha NOCTasHY. ToAeKO ? ? ? ? NO SAEKTPOHHON N o i t e o ? ? ? ? ? ? ? ?
BPeMeHn ma P a s p y s a y KOHTeKHepa H e AOCTATOUHO.
???? ? ? npasuna ? ? ? ? Ham O G e c n e w s a T h ? ? ? 6?6 KaYECTRO PaITPyIKH ??? NpaHnpORAHHe p e c y p c o s .
U p d a t e d p r o c e d u r e for u n l o a d i n g and r e c e i v i n g
From 18.07.2022, the procedure for unloading and receiving goods at Rukki and Assaku warehouseswill change. All arrivals of goods
must be registered In advance, even i f there is only ane pallet of goods. Bookings must be made in t h e Boger unloading environment:
Smarten {infosys.ce}
1) W h e n t h e g o o d s a r r i v e a t t h e t e r r i t o r y o f S m a r t e n , t h e d r i v e r m u s t g o t o t h e r e c e p t i o n t o w e r ( i n Rukki, A - t o w e r , a n d i n Assaku,
t h e t o w e r w i t h o u t a sign i n t h e m i d d l e o f t h e b u i l d i n g ) a n d p r e s e n t t h e a c c o m p a n y i n g d o c u m e n t a t i o n o f t h e p r o v i d e r
{supplier/carrier} o f t h e goods,
If t h e a c c o m p a n y i n g d o c u m e n t a t i o n c a n n o t be s u b m i t t e d , u n l o w i al l not
d take
i n place
g (unless t h e y have b e e n s e n t t o
t h e r e c e p t i o n m a i l b o x In a d v a n c e a n d a r e I d e n t i f i a b l e ) . R e c e p t i o n m a i l b o x V a s t u v o t t @ s m a r t e n . e e
2( The accompanying documentation of t h e goods m u s t have a 1:1 reference identical to t h e purchase order (PO} o f Smarten
saysem, on t h e basis of which the purchase order (PO) corresponding t o the received goods can be identified f r o m the system.
if there is no corresponding note in t h e accompanying documentation, u n i o a d w iil lnnot
g take place (unless the person bringing
t h e goods can tell t h e provider of the goods, and it canbe found In the system}.
3) Container unloading information must be booked In the Boger unloading reservation environment Smarten (infosys.ec) at least
3 working days In advance with a referance to thepurchase order. Sending an ¢-mail Is n o t enough t o book the unloading o f
containers.
B y establishing t h e above, w e e n s u r e b e t t e r u n l o a d i n g quality and resource planning.
Smarten Logistics AS Tel: +372 6 135 800 Arveiduskonto EE111010022002 165005
Raekile tee 5, Ree kile E-post:
[email protected] SEB Eesti Ohispank
Ree vad Internet: www.smarten.ce
75301 Harjumea PREZES Z A R Z A D U
Reta 10097552 HAGOR INDY ? KLOTHO Sp.z0.0,
4. Chyow.
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Annex 3
SECURITY REQUIREMENTS
The location of the public procurement object is in the restricted military area of the Defence Forces and
due to that, the contracting party is notified of the following conditions:
1. Purpose of giving notice of security conditions
The purpose of giving the contracting party notice is to explain to the contracting party the relations,
rights and obligations of the parties in adhering to security requirements in the restricted military area of
the Defence Forces.
2. Definitions
2.1. Giving notice, the following definitions shall apply:
2.1.1. Person to be checked – employee of the contractor or subcontractor who is subject to a
background check, having given his or her prior written consent when applying for the right
to enter to the restricted military area of the Defence Forces.
2.1.2. Background check – inspection of the circumstances provided for in § 413 of the Estonian
Defence Forces Organisation Act with the purpose of ensuring the security of the Defence
Forces and to decide on allowing the person to be checked to enter the restricted military
area of the Defence Forces.
2.1.3. Structural unit of the Defence Forces – in the meaning of § 12 and § 13 of the Estonian
Defence Forces Organisation Act.
2.1.4. Restricted military area of the Defence Forces – in the meaning of § 50 of the Estonian
Defence Forces Organisation Act.
2.1.5. Subject-matter of the public procurement – the area of work located in the restricted
military area of the Defence Forces intended for performing the contract.
2.1.6. Security requirements – the general security requirements specified in this document, incl.
the requirements related to conducting background checks and the requirements
established to ensure the security of the Defence Forces arising from other legal acts.
2.1.7. Access application – document, that the contractor’s responsible person is obligated to
submit in order to initiate a background check of the person to be checked and for that
person to obtain a right to access the site. Access application can be submitted using the
attached sample or by sending a free-form e-mail to the e-mail address:
[email protected]. Completed background check consent forms shall be attached
to the application.
2.1.8. Consent form – document form accompanying the access application that the person to
be checked is required to complete.
2.1.9. Right of access – the right to be present at the site in connection to performing the contract.
One of the prerequisites for obtaining the right of access is to pass a background check.
2.1.10. Person with the right of access – employee of the contractor or subcontractor who has
passed the background check and who has the right to enter and stay at the site
unaccompanied in connection with performing the contract. Person with the right of access
shall be admitted to the object under the conditions established by the specific structural
unit of the Defence Forces.
2.1.11. Person with a special right of access – person with the right of access who, only in
exceptional cases and with the prior approval of the responsible person of the Defence
1/4
Forces, has the right to enter and stay at the site with an escort of the contractor in
connection with performing the contract.
2.1.12. Responsible person of the Defence Forces – person appointed by the Defence Forces who
is responsible for compliance with the security requirements at a site in a specific restricted
military area of the Defence Forces.
2.1.13. Responsible person of the Estonian Centre for Defence Investments – contractual contact
person, through whom the performance of contractual obligations and the forwarding of
the notices, requirements and other documents prescribed in the contract is organized.
2.1.14. Responsible person of the contractor – person appointed by the contractor responsible for
compliance with security requirements.
2.1.15. Responsible person at the site – person appointed by the contractor responsible for
compliance with security requirements at the site located in the restricted military area of
the Defence Forces.
Person referred to in clauses 2.1.14 and 2.1.15 may be the same person.
3. Rights and obligations of the contractor
3.1. Contractor has the right to:
3.1.1. receive from the responsible person of the Defence Forces information necessary for
fulfilling security requirements;
3.1.2. receive information on obtaining a right of access from the responsible person of the
Defence Forces, dependent on the results of the background check.
3.2. Contractor is obligated to:
3.2.1. ensure the provision of the service agreed upon in the contract only by a person with a right
of access;
3.2.2. ensure the compliance of the person with a right of access, incl. a person with a special right
of access, with the conditions established in the restricted military area of the Defence
Forces and to ensure the compliance of the subcontractor as well;
3.2.3. not to make a plan whereby the service would be provided by a person:
3.2.3.1. to whom a right of access has not been granted;
3.2.3.2. who has not undergone a background check; or
3.2.3.3. who has a special right of access but the right of access has not been coordinated;
3.2.4. submit the following documents to the e-mail address
[email protected], that are
required to be presented in order to obtain a right of access and initiate the background
check as soon as possible, ad not later than seven (7) working days before the
commencement of the work agreed upon in the contract, of the physical person providing
a service at the site
3.2.4.1. access application (see example), and
3.2.4.2. completed and handwritten (scanned) or digitally signed consent of the person to
be checked;
3.2.5. forward the original documents of the consents indicated in the aforementioned clause to
the postal address: Defence Forces, Magasini 31A, 10138, Tallinn;
3.2.6. indicate in the free-form access application:
3.2.6.1. the forename and surname, personal identification code of the natural person
providing the service and the name of the contractor and / or subcontractor;
3.2.6.2. justification for obtaining the right of access, i.e. description of the service or work
to be performed at the specific site;
3.2.6.3. reference to the contract concluded and the term of the contract;
3.2.6.4. information on the vehicle (make/model and registration number) with which the
restricted military area of the Defence Forces would be accessed;
2/4
3.2.6.5. contact details of the contractor’s representative (e-mail address, phone
number);
3.2.6.6. signed consent of the person to be checked; attach it to the applicatio
3.2.7. add the following to the application for gaining right of access and initiating a background
check for an alien: copy of the picture page of the identity document, incl. a visa or other
document confirming the legal basis for staying in Estonia;
3.2.8. confirmation and certification of granting, possessing and extending the legal basis for the
employment of an alien in Estonia (Aliens Act § 19 and § 20);
3.2.9. submit a new access application together with the person’s consent, if, as a result of the
background check of the person being checked, a right of access has not been obtained;
3.2.10. maintain an up-to-date list of persons with a right of access, and to update, at the end of
each calendar year, the list of employees who will continue to provide the service during
the new calendar year, to this end an up-to-date list shall be sent to the e-mail address
[email protected];
3.2.11. notify without delay of a person with a right of access no longer needing access to the site,
by sending an e-mail to
[email protected];
3.2.12. notify without delay the responsible person of the Defence Forces of any security
requirement violations or suspicions of violations at the site.
4. Rights and obligations of the Defence Forces
4.1. The Defence Forces have the right to:
4.1.1. conduct a background check on the person to be checked, this is generally done within
seven (7) working days of receiving a proper access application and consent;
4.1.2. conduct a new background check if the conditions specified in clause 3.2.9 are met,
following the deadlines set forth in clause 4.1.1;
4.1.3. in other justified cases, extend the deadline for a background check by up to seven (7)
working days, giving notice of this to the responsible person of the Contractor in a form
that can be reproduced in writing;
4.1.4. establish security requirements, notifying the responsible person of the Contractor of these
without delay;
4.1.5. grant a right of access to the person being checked or restrict that person’s right of access
or grant the right of access to that person with a special condition on the basis of
circumstances revealed in the background check;
4.1.6. refuse to grant a right of access for security reasons, incl. to a person who has not been a
subject of a background check or to a person who cannot be subjected to a background
check, but also to refuse to coordinate the right of access of a person with a special right of
access;
4.1.7. restrict access to military restricted areas for stateless persons or persons with foreign
citizenship, adhering to right of access to state secrets, the need to know and other
requirements provided for in the State Secrets and Classified Foreign Information Act;
4.1.8. prohibit the person checked from entering the site if no consent was submitted or if it was
submitted incorrectly;
4.1.9. check the observance of security requirements established at the site with regard to a
person with a right of access and / or to a person with a special right of access;
4.1.10. prohibit the person referred to in clauses 2.1.10 and 2.1.11 from staying in the restricted
military area of the Defence Forces in the event of non-compliance with or violation of
security requirements.
4.2. The Defence Forces undertakes to:
4.2.1. notify, in a form reproducible in writing, the responsible person of the Contractor in writing
of a person checked being given a right of access, incl. the relevant restrictions at the site;
3/4
4.2.2. notify the responsible person of the Contractor of determining a violation of the security
requirements by a person with a right of access or a special right of access, which excludes
him or her from acquiring a further right of access to the site;
4.2.3. introduce the security requirements established at the site or amendments thereto to the
person with a right of access, incl. person with a special right of access.
4.3. The contacts of the responsible person of the Defence Forces (clause 2.1.12), the
responsible person of the Centre for Defence Investment (clause 2.1.13), the responsible
person of the contractor (2.1.14), the responsible person at the site (clause 2.1.15) shall be
determined upon concluding the contract.
5. Final provisions
5.1. A party shall notify the other party in writing of a change of responsible persons in a format
which can be reproduced in writing.
5.2. During the processing of personal data, the requirements of the applicable legislation are
adhered to.
5.3. The Defence Forces have the right to make extraordinary proposals to the Estonian Centre
for Defence Investments to terminate the contract regardless of the period for giving notice,
if the contractor violates the obligations specified in clauses 3.2.1. – 3.2.4, the confidentiality
requirement provided in the contract is not observed or the contractor’s or subcontractor’s
employees do not comply with the requirements established in the restricted military area
of the Defence Forces.
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ESTONIAN DEFENCE FORCES
FOR INTERNAL USE ONLY
Restrictions on access apply
as of the date the form is completed
and as long as required but no longer than 75 years.
Legal grounds: Public Information Act clause 35 (1) 12)
APPLICATION FOR GAINING ACCESS TO THE RESTRICTED MILITARY AREA OF THE DEFENCE FORCES
ACCESS APPLICATION
[Registration number]
[………..……] date
With this application, I confirm that [company name] has concluded a contract with [name of the
institution] and has a need to gain access to the restricted military area of the Defence Forces in
connection with Contract No. [Contract No.]. The Contract shall remain in force from [start date of the
contract] to [end date of the contract].
[Name of the company] performs in the restricted military area of the Defence Forces [purpose of the
contract, nature of the works] and applies for a right of access to the following sites:
1. Name of the site: [name of the site]
Address: [address]
Responsible person at the site: [forename and surname], [phone number], [e-mail address]
Responsible person of the Defence Forces: [forename and surname]
2. etc.
With regard to need to access the aforementioned sites of the Defence Forces, the contractor [company
name] requests that a background check be initiated on the following person(s) as employees of the
contractor [company name] [and name of the subcontractor], based on the consent of the persons
(signed consent forms attached to the application) and vehicles noted in the access application.
Employees of the main contractor [company name]:
1. [forename and surname, personal identification code]
2. etc.
Employees of the subcontractor [company name]:
1. [forename and surname, personal identification code]
2. etc.
Vehicles:
1. Registration numberMake / model
2. etc.
The contractor is aware that, depending on the result of the background check, the Defence Forces has
the right to restrict the access of persons to the restricted military area of the Defence Forces and that
successfully passing the background check does not guarantee automatic access to the restricted military
area of the Defence Forces.
[Signature]
[forename and surname]
[Position]
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ESTONIAN DEFENCE FORCES
FOR INTERNAL USE ONLY
Restrictions on access apply
as of the date the form is completed
and as long as required but no longer than 75 years.
Legal grounds: Public Information Act clause 35 (1) 12)
KINNITATUD
Kaitseväe juhataja 07.02.2025
käskkirjaga nr 223
Lisa nr 4
AUTHORISATION FOR BACKGROUND CHECK FOR A PERSON APPLYING TO GET CLEARANCE TO ENTER
THE RESTRICTED MILITARY AREAS OF THE ESTONIAN DEFENCE FORCES FOR THE PROVISION OF
SERVICES
(first and last name)
Personal identification code:
I hereby authorise the Estonian Defence Forces to process my personal data in order to obtain clearance
to access restricted military areas for the duration of my service provision agreement but no longer
than five years after I gave authorisation.
By giving this authorisation, I confirm that I am aware of the following conditions:
1. The Estonian Defence Forces (EDF) has the right to conduct a background check in accordance with
section 415 of the Estonian Defence Forces Organisation Act (hereinafter the EDFOA).
2. I have the right to refuse to authorise the background check (clause 416 (2) 1) of the EDFOA).
3. I have the right to refuse to disclose information that might cause myself, my partner or a person
close to me to become subject to offence proceedings (clause 416 (2) 2) of the EDFOA).
4. I have the right to request the termination of collecting my data or making queries about me (clause
416 (2) 3) of the EDFOA).
5. I have the right to give explanations about the information collected about me (clause 416 (2) 4) of
the EDFOA).
6. I have the right to turn to the court, the Chancellor of Justice and the Data Protection Inspectorate to
protect my rights and challenge the decisions made about me based on the data collected in
accordance with section 416 of the EDFOA to verify that my data is collected in compliance with my
fundamental rights and freedoms and the principle of good governance (clause 416 (2) 5) of the
EDFOA).
7. If I refuse to authorise or request the termination of collecting my data or making queries about me,
this serves as the grounds for not giving me clearance to enter the restricted military area of the EDF
(section 417 of the EDFOA).
8. The EDF has the right to restrict my rights regarding the personal data being processed (clause 4110
(3) 4) of the EDFOA).
9. When I am on the restricted military area of the EDF (subsection 52 (3) of the EDFOA), I am obligated
to follow the order in force in the EDF (including the order for fire safety, traffic and parking) and the
orders of representatives of the EDF (subsection 52(2) of the EDFOA), and I am aware that
9.1. it is forbidden to enter the restricted military area of the EDF while in the possession of alcohol
or narcotic or psychoactive substances, firearms, explosives, partially or fully automatic or
remote-controlled flying objects (e.g. drones), radioactive and easily flammable substances or
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ESTONIAN DEFENCE FORCES
FOR INTERNAL USE ONLY
Restrictions on access apply
as of the date the form is completed
and as long as required but no longer than 75 years.
Legal grounds: Public Information Act clause 35 (1) 12)
items that contain such substances, and other things that might endanger myself or other
persons, technology and equipment on the premises;
9.2. third persons cannot be brought to or allowed to enter the restricted military area of the EDF
without the permission of the EDF;
9.3. the person entering the restricted military area of the EDF in a vehicle is obligated to cover up,
turn off or remove all on-board cameras with video and/or audio recording;
9.4. the EDF has the right to detain a person (or a vehicle) entering, staying in or leaving the restricted
military area of the EDF to conduct a security inspection and check the person (including their
clothing, possessions and vehicle) by visual inspection, groping, or with a technical device or a
trained service dog;
9.5. for security and safety reasons, the EDF can temporarily prohibit a person from entering the
restricted military area, or to order the persons staying in the restricted military area of the EDF
to leave, or to prohibit them from leaving;
9.6. without a prior consent of the EDF, it is forbidden to take photographs or videos or make audio
recordings in the restricted military area or buildings of the EDF, and to share/upload such
recordings in any form or environment;
9.7. it is forbidden to stay in the restricted military area of the EDF under the influence of alcohol,
narcotic, or psychoactive substances, or with the suspicion or signs of such influence;
9.8. it is forbidden to display symbols of aggression (including in vehicles) in the restricted military
area of the EDF.
(day, month, year) [ signed digitally ]1
1
Can also be signed on paper
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Annex 2
CODIFICATION CONDITIONS
The conditions apply to the goods to be codified according to the NATO Codification System
(C/NNC/1294/I00615).
The codification office in Estonia is the Centre for Defence Investments, Järve 34a, 11314 Tallinn, e-mail
[email protected].
1. Requirements
1.1. For the purposes of codification of the goods, the Seller shall at least submit the codification
office the details referred to in the clause 2 in a format that can be reproduced in writing and
at the request of the codification office additional details without delay.
1.2. Codification details do not need to be transmitted if they have been previously transmitted
for the same goods. In this case, the Seller shall inform the codification office of the previous
transmission of the codification details and shall indicate the codification office to which the
details have been submitted.
1.3. The Seller shall submit or coordinate the submission of supplementary information to the
codification office for all modifications, design or drawing changes during the term of the
Agreement.
1.4. The codification office has the right to request additional information from the Seller,
including drawings, standards and specifications and their reference numbers, spare parts
data, product catalogues, user manuals.
1.5. Where the Seller subcontracts the performance of the Agreement, the Seller shall ensure
that the information required for codification is also provided for the subcontracted items.
1.6. The codification office informs the Seller of the completion of the code or the reasons for
refusing to create the code. In the case of goods produced in Estonia, a code shall be
generated within two weeks if sufficient details are available. In the case of goods produced
abroad, the NATO Stock Number shall be created by the codification office of the country
concerned within two months.
2. Details to be provided for the codification of items of equipment for the Estonian Defence Forces
2.1. DETAILS OF THE MANUFACTURING COMPANY (company owning the copyrights to the
goods):
2.1.1. name;
2.1.2. address;
2.1.3. phone number;
2.1.4. email address;
2.1.5. website address.
2.2. DETAILS RELATING TO THE GOODS:
2.2.1. The designation of the goods and the name of the manufacturer, if different from
the name of the subject of the Agreement (in Estonian and English).
2.2.2. 13-digit NATO STOCK NUMBER NSN (if known).
2.2.3. Manufacturer’s markings (manufacturer-issued markings (model number), factory
designations and codes; spare part names, markings, designations and codes;
references to product catalogue and user manual).
2.2.4. Supplementary technical documentation (references to drawings, standards,
specifications, if available).
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2.3. DETAILS OF THE DATA PROVIDER/CONTACT PERSON:
2.3.1. name;
2.3.2. address;
2.3.3. phone number;
2.3.4. email address.
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