Request for Quotation (RFQ) for Procurement of one (1) official vehicle for UN Women ECA RO in Istanbul

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REFERENCE: ECA/RFQ2015/01- Procurement of one (1) official vehicle for UN Women ECA RO in Istanbul

Overview

REQUEST FOR QUOTATION (RFQ)

(Simple services

 

NAME & ADDRESS OF FIRM:

 

 

DATE: 05 March 2015

 

REFERENCE:  ECA/RFQ2015/01- Procurement of one (1) official vehicle for UN Women ECA RO in Istanbul

 

 

Dear Sir / Madam:

 

We kindly request you to submit your quotation for the supply and delivery of an official vehicle as detailed in Annex 1 of this RFQ.  When preparing your quotation, please be guided by the forms attached hereto as Annex 1, 2, 3.

 

Quotations may be submitted on or before 13 March 2015 and via  eca.operations@unwomen.org, or courier mail to the reception of the below address below:

 

UN WOMEN Europe and Central Asia Regional Office, Istanbul

Abide-i Hürriyet Cad. İstiklal Sok. No: 11 KEY Plaza Kat:8 34381 

Şişli, İstanbul, Turkey

Berrak.guralp@unwomen.org

 

Quotations shall be submitted in English or Turkish duly signed and stamped and shall be marked with the note “ECA/RFQ2015/01: Procurement of Vehicle/UN Women”

 

                Quotations submitted by email must be limited to a maximum of 10 MB, virus-free and no more than 3 email transmissions.  They must be signed and in .pdf format, free from any form of virus or corrupted contents, or the quotations shall be rejected. 

 

It shall remain your responsibility to ensure that your quotation will reach the address above on or before the deadline.  Quotations that are received by UN WOMEN after the deadline indicated above, for whatever reason, shall not be considered for evaluation.  If you are submitting your quotation by email, kindly ensure that it is signed and is saved in the pdf format, and free from any virus or corrupted files.

 

Please take note of the following requirements and conditions pertaining to the supply of the abovementioned service/good/s.

 

Delivery terms (Incoterms 2010) (Pls. link this to price schedule)

☒DAP

☒CIP

Customs clearance, if needed, shall be done by,

☒Supplier/Offeror

1UN Women

 

Exact Address of Delivery Location

UN Women ECA RO

 

Abide-i Hürriyet Cad. İstiklal Sok. No:11; Kat:8 Şişli 34381 , İstanbul, Turkey

 

Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be rejected

 ☒90 days from the issuance of the Purchase Order (PO)

Delivery Schedule

 ☒Required

Mode of Transport

 ☒      Air                     ☒ Land

 ☒       Sea

Preferred Currency of Quotation[1]

  1      US Dollar         1Euro (EUR)

  ☒      Local Currency: Turkish Lira (TRY)

 

Deadline for the Submission of Quotation

13 March 2015

All documentation, including catalogues, instructions and operating manuals shall be in this language

☒English

☒Other: Turkish

Documents to be submitted

☒ Duly Accomplished Form as provided in Annex 2, and in accordance with the list of requirements in Annex 1; vehicle booklet with specification should be provided;

☒ Quality Certificates (ISO, etc.);

☒ Latest Business Registration Certificate and Latest Internal Revenue Certificate / Tax Clearance of the Supplier;

☒ Manufacturer’s Authorization of the Company as an official Sales Agent (if Supplier is not the manufacturer);

☒ Certificate of Exclusive Distributorship in the country (if applicable, and if Supplier is not the manufacturer);

☒ Evidence/Certification of Environmental Sustainability (“Green” Standards) of the Company or the Product being supplied;

☒ Written Self-Declaration of not being included in the UN Security Council 1267/1989 list, UN Procurement Division List or other UN Ineligibility List;

☒  Information on the proposed authorized Service Centers in the country

  • After-sales service of at least 5 years provided by the authorized Service Centre(s) in the country ( Turkey)
  • Technical Support
  • Provision of Service Unit when pulled out for maintenance/ repair.

 

Period of Validity of Quotes starting the Submission Deadline Date

            1      30 DAYS             1          60 DAYS

            ☒       90 DAYS            1          120 DAYS

In exceptional circumstances, UN Women may request the Vendor to extend the validity of the Quotation beyond what has been initially indicated in this RFQ. The Proposal shall then confirm the extension in writing, without any modification whatsoever on the Quotation.

 

Preliminary Examination -

Completeness of quotation.

 

1Partial bids permitted.           ☒ Partial bids not permitted

 

Payment Terms

 

100% upon complete delivery of goods/services

30 days upon invoice

Payment will be made in TRY (according to UN Official Rate of Exchange at the date of payment)

Evaluation Criteria

☒Technical responsiveness/full compliance to requirements and lowest price[2];

☒Minimum 5 years of experience in the field;

☒Availability of certificates of quality and origin for the offered equipment;

☒Availability of authorized service in Istanbul and comprehensiveness of after-sales services;

☒Full acceptance of the PO/Contract General Terms and Conditions;

☒Maximum delivery period not to exceed 2 months upon signature of Purchase Order contract

UN Women will award to

☒One supplier           1 Two or Multiple suppliers

 

Type of Contract to be Signed

☒Purchase Order (PO)

1Long Term Agreement

Special conditions of Contract

☒Cancellation of PO/Contract if the delivery/completion is delayed by 30 days

Conditions for Release of Payment

☒Drive-test and handling over the vehicles to the Purchaser

☒Written Acceptance of Goods based on full compliance with RFQ requirements

Annexes to this RFQ

☒Specifications of the Goods Required (Annex 1)

☒Form for Submission of Quotation (Annex 2)

☒General Terms and Conditions (Annex 3)

Non-acceptance of the terms of the General Terms and Conditions shall be grounds for disqualification from this procurement process.

Packing Requirements

1Packing must ensure undamaged delivery of all goods

Value Added Tax on Price Quotation

Must be exclusive of VAT and other applicable indirect taxes

 

After-sales services required

☒Warranty on Parts and Labor

- for minimum period of 24 months from the delivery date

☒Technical Support

Contact Person for Inquiries

(Written inquiries only)

Berrak Güralp

Procurement and Administrative Associate

Berrak.guralp@unwomen.org

 

Any delay in UN Women’s response shall be not used as a reason for extending the deadline for submission, unless UN Women determines that such an extension is necessary and communicates a new deadline to the Proposers.

 

 

Goods offered shall be reviewed based on completeness and compliance of the quotation with the minimum specifications described above and any other annexes providing details of UN Women requirements.

 

 

The quotation that complies with all of the specifications, requirements and offers the lowest price, as well as all other evaluation criteria indicated, shall be selected. Any offer that does not meet the requirement shall be rejected.

 

 

Any discrepancy between the unit price and the total price (obtained by multiplying the unit price and quantity) shall be re-computed by UN Women. The unit price shall prevail and the total price shall be corrected. If the supplier does not accept the final price based on UN Women’s re-computation and correction of errors, its quotation will be rejected.

 

After UN Women has identified the lowest price offer, UN Women reserves the right to award the contract based only on the price of the goods in the event that the transportation cost (freight and insurance).

 

At any time during the validity of the quotation, no price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by UN WOMEN after it has received the quotation.   At the time of award of Contract or Purchase Order, UN WOMEN reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty per cent (20%) of the total offer, without any change in the unit price or other terms and conditions. 

 

Any Contract or Purchase Order that will be issued as a result of this RFQ shall be subject to the General Conditions attached hereto.  The mere act of submission of a quotation implies that the vendor accepts without question the General Conditions of UN WOMEN herein attached as Annex 3.

 

 

Thank you and we look forward to receiving your quotation.

 

Sincerely yours,

 

 

Simon Beamish

Operations Manager                                                    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex 1

 

Technical Specifications

 

Item/s to be Supplied

Description/ Specifications of Goods

Please provide here description

 

GENERAL

Please indicate brand and model:_________________

 

 

 

 

 

 

 

Quantity

one(1)

 

 

 

Official Vehicle 2014

 

 

Type: Saloon Passenger vehicle, left hand drive

Seating: 5 seat

Manufacture Year: 2015*

 

Minimum Engine Requirement:

Fuel Type: Diesel

Capacity:  > 1,969cc

Torque >400NM, >1750 - 2500 rpm

HP: > 180

 

Gearbox: Automatic

Emissions CO: > 102 g/km

Emissions Class: > EU5

 

Dimensions in mm :  > Length 4800 x  Height 1490mm x Width 1860mm

 

Road holding: ABS, Power steering, Traction control

 

Equipment:

1. Lighting

  • Rear fog lamp, front fog lamp
  • Headlamp wash/wipe
  • LED daytime lights

         

3.  Security & Safety:

  • Remote controlled alarm
  • Immobilizer  
  • Warning triangle
  • Electronic parking brake
  • Bluetooth hands free system
  • Airbags - Dual-stage airbags, driver and front passenger; side-impact airbags for driver and front passenger
  • Inflatable Curtain
  • Rain Sensor
  • Seat Belt pretensioners (all seats)
  • Whiplash protection
  • Low Speed Collision Avoidance system

   

 

 

        

 4. Lock:

  • Remote-controlled central locking system operated.

 

 5. Interior

  • High resolution driver information display
  • Cruise control
  • Park assist  - front & rear (distance control)
  • Exterior temperature gauge
  • Duel Zone climate control
  • High Performance Audio System
  • USB Connection
  • Electric seat with position memory (driver seat)

 

6. Passenger Space (rear seat)

          Leg room >880mm

          Head room >970mm

          Hip space >1380mm

          Cargo capacity > 480L

 

Comfort & versatility

 

  • front door panel storage pockets
  • front seat back storage  pockets
  • cabin filter
  • ECC (electronic climate control)
  • reading lamps , front a rear
  • interior cabin light delay
  • luggage compartment lights
  • entry lights in front door wells
  • electrically-operated  windows, front a rear
  • rear window sunblind
  • rear  side-windows sunblind
  • cup holder front and rear
  • retractable luggage holder
  • navigation system- professional  

 

 

Body

  • reflective glass windscreen and front Windows
  • electrically adjustable heated outer rear-view mirrors
  • rear/front windows defroster
  • pennant/flag holder right side  
  • Front and Rear Windscreen wipers

 

 

 

Equipment

  • first aid kit, fire extinguisher, full-size spare wheel

 

Exterior Color

  • dark blue, black or grey metallic, alloy wheels

 

Car model is confirmed suitable for Turkish market

 

 

*All recent models

 

 

 

 

 

 

 

Annex 2

 

FORM FOR SUBMITTING SUPPLIER’S  QUOTATION[3]

(This Form must be submitted only using the Supplier’s Official Letterhead/Stationery[4])

 

 

We, the undersigned, hereby accept in full the UN Women General Terms and Conditions, and hereby offer to supply the items listed below in conformity with the specification and requirements of UN Women as per RFQ Reference No. ECA/RFQ2015/01:

 

TABLE 1 :  Offer to Supply vehicles Compliant with Technical Specifications and Requirements

 

 

Item No.

 

Description/Specification of Goods

 

 

Quantity

Latest Delivery Date

 

Unit Price (pls indicate currency)

 

Total Price per Item

1.

Official vehicle for Regional Director of UN Women ECA RO in Istanbul

1

May 30, 2015 (or earlier)

 

 

 

Total Price of Goods[5]

 

 

Incoterms  2010:

 

  Add : Cost of Transportation

 

 

  Add : Cost of Insurance

 

 

  Add : Other Charges (pls. specify all)

 

 

 

Total Final and All-Inclusive Price Quotation

 

 

 

**In Addition to the standard technical specs with the proposed model of vehicle, the bidder is requested to submit a list of extras that can be provided with the vehicle in addition to the standard spec and standard cost of the vehicle. These ‘extras’ should also be separately prices.

 

TABLE 2: Offer to Comply with Other Conditions and Related Requirements

 

 

Other Information pertaining to our Quotation are as follows :

 

Your Responses

Yes, we will comply

No, we cannot comply

If you cannot comply, pls. indicate counter proposal

Delivery Time (until May 30, 2015)

 

 

 

Country/ies of Origin[6]:

 

 

 

Warranty and After-Sales Requirements

 

 

 

a. After-sales service of at least 5 years provided by the authorised Service Centre(s)

 

 

 

b. Warranty on parts and services for a      minimum period of 24 months

 

 

 

c. Brand new replacement if vehicles are    beyond repair

 

 

 

Validity of Quotation (time period)

 

 

 

All Provisions of the UNDP General Terms and Conditions (Annex 3)

 

 

 

Other requirements (pls. specify)

 

 

 

We confirm that we are an authorized dealer of the proposed brand.

 

 

 

 

All other information that we have not provided automatically implies our full compliance with the requirements, terms and conditions of the RFQ.

 

 

 

 

[Name and Signature of the Supplier’s Authorized Person]

[Designation]

[Date]

 

[1] Local vendors must comply with any applicable laws regarding doing business in other currencies.  Conversion of  currency into the UN Women preferred currency, if the offer is quoted differently from what is required, shall be based only on UN Operational Exchange Rate prevailing at the time of UN Women’s issuance of Purchase Order.

[2] UN Women reserves the right not to award the contract to the lowest priced offer, if the second lowest price among the responsive offer is found to be significantly more superior, and the price is higher than the lowest priced compliant offer by not more than 10%, and the budget can sufficiently cover the price difference.  The term “more superior” as used in this provision shall refer to offers that have exceeded the pre-determined requirements established in the specifications

[3] This serves as a guide to the Supplier in preparing the quotation and price schedule.

[4] Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for verification purposes

[5] Pricing of goods should be consistent with the INCO Terms indicated in the RFQ

[6] If the country of origin requires Export License for the goods being procured, or other relevant documents that the country of destination may require, the supplier must submit them to UN Women if awarded the PO/contract.