Purchase Order Oceanographer in Italy Milan –Free Word Template Download with AI
Official Procurement Document for Oceanographic Research Equipment and Services
Destination: Italy Milan — Via della Scienza 42, 20121 Milano, MI, Italy
1. Purpose and Scope of This Purchase OrderThis Purchase Order is issued by the Istituto di Oceanografia Avanzata, based in Italy Milan, to formally request the procurement of specialized oceanographic research equipment, calibration services, and technical support required by the Lead Oceanographer, Prof. Dr. Elena Marchetti, and her research team. The equipment and services described herein are essential for the ongoing multi-year research project titled "Mediterranean Deep-Current Dynamics and Thermal Stratification Monitoring," which is funded by the European Research Council and the Italian Ministry of University and Research. All items listed in this Purchase Order must comply with the technical specifications outlined in Annex A (attached separately) and must be delivered to the laboratory facilities located in Italy Milan no later than the delivery deadline specified in Section 5.
2. Itemized List of Procured Goods and Services| Ref. No. | Description | Qty | Unit Price (EUR) | Subtotal (EUR) |
|---|---|---|---|---|
| 01 | High-Resolution CTD (Conductivity, Temperature, Depth) Profiler, Model OCE-9000, with full calibration certificate for use by the Oceanographer in field deployments along the Ligurian Sea coast | 2 | 18,500.00 | 37,000.00 |
| 02 | Autonomous Underwater Vehicle (AUV) Navigation Module, compatible with the Oceanographer's existing ROV fleet, including GPS/INS integration package | 1 | 42,750.00 | 42,750.00 |
| 03 | Multi-Beam Echo Sounder, 400 kHz, with hydrographic survey software license (5-year), for bathymetric mapping tasks assigned to the Oceanographer's team | 1 | 67,200.00 | 67,200.00 |
| 04 | Water Sampling Riser System (Niskin bottles, 24 x 10L), with anti-fouling coating, for the Oceanographer's seasonal sampling campaigns in the Adriatic sector | 3 | 4,300.00 | 12,900.00 |
| 05 | Annual Calibration and Maintenance Service Agreement for all oceanographic instruments deployed by the Oceanographer, including on-site visits to the Italy Milan laboratory (4 visits per year) | 1 | 15,600.00 | 15,600.00 |
| 06 | Technical Training Workshop (3 days) for the Oceanographer and four junior researchers on advanced CTD data processing and AUV mission planning, to be conducted at the supplier's facility in Italy Milan | 1 | 9,800.00 | 9,800.00 |
| 07 | Replacement Sensor Array (oxygen, pH, turbidity, chlorophyll-a) for the Oceanographer's moored buoy station, including installation hardware and mounting brackets | 1 | 11,400.00 | 11,400.00 |
Subtotal: EUR 196,650.00
VAT (22% — Italian standard rate): EUR 43,263.00
Shipping and Insurance to Italy Milan laboratory: EUR 2,340.00
Grand Total: EUR 242,253.00
3. Delivery and Installation RequirementsAll physical goods listed in this Purchase Order shall be delivered to the Istituto di Oceanografia Avanzata laboratory at Via della Scienza 42, 20121 Italy Milan, between the hours of 08:00 and 16:00 CET, Monday through Friday. The supplier is responsible for all packaging, crating, and insurance during transit. Upon arrival in Italy Milan, the supplier's technical team shall perform on-site installation, initial power-up testing, and a joint acceptance inspection in the presence of the Lead Oceanographer or her designated deputy. No goods shall be deemed accepted until the Oceanographer signs the Delivery Acceptance Form (Form DAF-11) confirming that all instruments meet the performance specifications stated in the original tender documents. The training workshop (Item 06) shall be scheduled within 30 calendar days of the final equipment delivery and shall take place at the supplier's training center in Italy Milan.
4. Payment TermsPayment for this Purchase Order shall be made via bank transfer to the supplier's designated account in accordance with the following schedule: (a) 30% advance payment (EUR 72,675.90) due within 15 business days of the signed acceptance of this Purchase Order; (b) 50% (EUR 121,126.50) due within 30 days of successful delivery, installation, and acceptance inspection in Italy Milan; (c) 20% (EUR 48,450.60) due within 60 days of completion of the training workshop and issuance of the final service report by the supplier. All invoices must reference Purchase Order number PO-2025-OM-0847 and must be issued in accordance with Italian fiscal regulations (DPR 633/1972). Late payments shall accrue interest at the rate of 1.5% per month, in compliance with EU Directive 2011/7/EU on combating late payment in commercial transactions.
5. Terms and Conditions- This Purchase Order constitutes a binding agreement between the Buyer (Istituto di Oceanografia Avanzata, Italy Milan) and the Seller (Meridian Oceanic Instruments S.r.l.) upon countersignature by both parties.
- All equipment must carry a minimum warranty of 24 months from the date of acceptance in Italy Milan. The warranty covers defects in materials, workmanship, and performance under normal oceanographic research conditions as defined by the Oceanographer's operational protocols.
- The supplier guarantees that all instruments comply with the International Organization for Standardization (ISO) 17025 requirements for measurement traceability and with the relevant European Union directives on marine scientific equipment.
- Any modification, substitution, or deviation from the specifications in this Purchase Order must be approved in writing by the Lead Oceanographer prior to execution. Unauthorized substitutions will result in immediate rejection of the affected items.
- The supplier shall provide full technical documentation, user manuals in both English and Italian, and all applicable software licenses in electronic and printed format upon delivery in Italy Milan.
- In the event of non-conformity, the supplier shall repair or replace the defective item within 10 business days at no additional cost to the Buyer. Repeated failures (two or more) on the same item shall entitle the Buyer to a full refund of the corresponding line-item amount.
- This Purchase Order is governed by the laws of the Italian Republic. Any disputes arising from its interpretation or execution shall be resolved by the competent courts of Italy Milan, Province of Milano.
- The supplier shall maintain full professional liability insurance covering a minimum of EUR 1,000,000 for the duration of the contract and for 24 months thereafter.
- Confidentiality: All data, research methodologies, and project details shared with the supplier in connection with this Purchase Order shall be treated as strictly confidential and shall not be disclosed to any third party without the prior written consent of the Oceanographer and the institution.
This Purchase Order is authorized and approved by the undersigned representatives of both parties. By signing below, each party acknowledges that it has read, understood, and agrees to all terms, conditions, and specifications contained in this document and its annexes. The execution of this Purchase Order initiates the procurement process for the oceanographic equipment and services required by the Oceanographer for the continuation of the Mediterranean research programme based in Italy Milan.
For the Buyer:
Prof. Dr. Elena Marchetti
Lead Oceanographer
Istituto di Oceanografia Avanzata
Italy Milan
Signature & DateFor the Seller:
Ing. Paolo Ferrante
Authorized Representative
Meridian Oceanic Instruments S.r.l.
Italy Milan
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