You have the approved budget, you have a clear need: rooms for the school, computers for the city hall, fire detection for the dormitory. Then the hard part begins: how do you write the purchase in SEAP so that you receive a working system, not some boxes in the warehouse.
GreenSoft delivers IT and security equipment through SEAP, with installation and warranty in Constanta. Details on the page corporate sales and SEAP delivery.
Where equipment purchases usually go wrong
From what we see at the institutions in Dobrogea, problems rarely arise during the procedure and often after signing the contract:
- The equipment is delivered, but not installed. The purchase was of "products", not "products with installation and commissioning".
- There is no authorization. Burglar alarm and fire security systems must be designed and installed by authorized companies (IGPR, IGSU respectively). A box supplier cannot sign the documentation.
- The warranty is "from the manufacturer"„, meaning the faulty equipment goes to another city and returns in weeks.
- The specifications have been copied. from a product sheet, complete with brand. They dispute or deliver exactly that model, even if a better one has appeared in the meantime at the same price.
- No one asked for training, so the access control system runs with the factory password.
What are you actually buying: product, service or work?
Before CPV codes, answer one question: what do you want to have in the end?
- Equipment only (laptops, monitors, switches that your IT installs): product purchase. Simple, but requires a warranty with local service and replacement period.
- A functional system (video surveillance, access control, fire detection, new network): this is where design, installation, commissioning, documentation and training come in. Treat it as such in the specifications, otherwise you will receive components.
- Maintenance for what you already have: purchase of services, with response times and periodic visits.
Many institutions buy "products" when they need a "system" because it's easier to write. The difference is visible at the reception.
What do you put in the specifications?
We do not provide you with document templates, because each contracting authority has its own procedures and procurement advisor. We tell you what is most often missing:
- Functional requirements, not brands. „"Outdoor IP camera, minimum resolution, night vision, PoE power supply, minimum local storage." If you do mention a model, add "or equivalent," as required by public procurement law.
- Installation, configuration and commissioning included, with a receipt report based on tests described in the booklet.
- Mandatory authorizations for the supplier, where required by law: IGPR for physical security systems, IGSU for fire safety, ANRE for electrical works. Request copies in the offer.
- Documentation: system diagram, equipment log, administration passwords delivered in the envelope, user instructions.
- Warranty with service at your premises, intervention deadline and equipment repaired or replaced within a number of days that you establish.
- Staff training, with attendance list.
- Compatibility with what you already have: the network, the storage server, the timekeeping system, the existing switchboard.
Electronic catalog or procedure?
For small values, many institutions use direct procurement from the SEAP electronic catalog. It works well for standard equipment. For a system with design and assembly, just below the threshold, it makes sense to request offers from several suppliers with a clear substantiation note, in order to compare the same thing. Thresholds and procedures change; your procurement advisor is up to date, we help you with the technical part: correct specifications, realistic estimate, list of tests for reception.
How we work with institutions
We are registered in SEAP and deliver IT equipment and security equipment with installation, warranty and service from Constanta. For recurring needs we also work on FWC. Before publishing the purchase, we can tell you, without obligation, whether the specifications you wrote can be delivered and what is missing from them. See also solutions for public institutions.
Send us the equipment list or draft specifications and we will respond to you within 3-5 business days with technical observations and an estimate: contact.
