Request for Quotation (RFQ) for Procurement of one (1) official vehicle for UN Women ECA RO in Istanbul
Procurement Process
RFQ - Request for quotation
Office
UN Women ECA RO - Istanbul Office Turkey - TURKEY
Deadline
13-Mar-15
Published on
05-Mar-15
Reference Number
20982
Documents
REFERENCE: ECA/RFQ2015/01- Procurement of one (1) official vehicle for UN Women ECA RO in IstanbulOverview
REQUEST FOR QUOTATION (RFQ)
(Simple services
NAME & ADDRESS OF FIRM:
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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
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Exact Address of Delivery Location | UN Women ECA RO
Abide-i Hürriyet Cad. İstiklal Sok. No:11; Kat:8 Şişli 34381 , İstanbul, Turkey
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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
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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
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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
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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
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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
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 |
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Road holding: ABS, Power steering, Traction control |
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Equipment: 1. Lighting
3. Security & Safety:
4. Lock:
5. Interior
6. Passenger Space (rear seat) Leg room >880mm Head room >970mm Hip space >1380mm Cargo capacity > 480L |
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Comfort & versatility
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Body
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Equipment
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Exterior Color
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Car model is confirmed suitable for Turkish market |
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| *All recent models |
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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
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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) |
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| Total Price of Goods[5] |
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| Incoterms 2010: | ||||
| Add : Cost of Transportation |
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| Add : Cost of Insurance |
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| Add : Other Charges (pls. specify all) |
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Total Final and All-Inclusive Price Quotation
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**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) |
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Country/ies of Origin[6]: |
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Warranty and After-Sales Requirements |
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a. After-sales service of at least 5 years provided by the authorised Service Centre(s) |
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b. Warranty on parts and services for a minimum period of 24 months |
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c. Brand new replacement if vehicles are beyond repair |
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Validity of Quotation (time period) |
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All Provisions of the UNDP General Terms and Conditions (Annex 3) |
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Other requirements (pls. specify) |
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We confirm that we are an authorized dealer of the proposed brand. |
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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.