| Overview : Call for the Expressions of Interest (EoI) and Prequalification for the Long-Term Agreement (LTA) on the Supply of Assistive Devices for Senior Citizens to Various Municipalities/Cities/Provinces in the Philippines [PHL-EOI-2016-002] The United Nations Development Programme (UNDP) Philippine Country Office (CO) hereby invites interested manufacturers / suppliers to submit their Expressions of Interest (EOIs) to be short listed in relation to the upcoming procurement process to establish Long Term Agreements (LTAs) with UNDP for the supply of assistive devices to various municipalities/cities/provinces in the Philippines. The LTAs will be concluded with a minimum duration of one (1) years, and may be extended up to three (3) years, depending on satisfactory performance of the supplier(s). - Definition
In UNDP, a LTA refers to a written agreement between UNDP and a vendor whereby specific set of goods or services are established at a fixed or prescribed pricing scheme for a defined period of time. Over the said period, UNDP may place repetitive orders in varying range and quantities for the same agreed price. The act of ordering on LTAs are called “call-offs”. By the nature of LTAs, UNDP has no legal obligation to order any minimum or maximum quantity, until a call-off, in the form of a Purchase Order (PO) is issued to the supplier holding the LTA. b) Background UNDP Philippines is currently undertaking a nationwide project together with the Department for Social Welfare and Development (DSWD) in the areas of poverty reduction through a participatory local governance process. The main outcome of the programme is to ensure that local communities, especially poor women and youth, have access to protective services and livelihoods that they themselves have identified through an enhanced bottom-up budgeting process that is inclusive, efficient, effective, and responsive to the development needs of the community. The project was designed to empower participation at the city and municipal level with the active participation of civil society organizations (CSOs), grassroots organizations and communities, which consequently contributes to procurement process being quite complex involving large quantities and reduced timelines. As such, UNDP Philippines CO aims at establishing LTAs with high capacity and highly experienced manufacturers / suppliers for the provision of required goods and services. For this particular prequalification, UNDP requires the supply of assistive devices needed in various municipalities/cities and provinces nationwide. c) LTA establishment and Utilization UNDP Philippines CO wishes to establish these LTAs among suppliers that will be found pre-qualified to participate in an upcoming Invitation to Bid (ITB). Suppliers that will not be found qualified from the present EoI/Prequalification exercise will not be invited to submit bids/quotations. Once the LTAs are established, LTA-holders will be requested to provide quotations/bids through a secondary bidding exercise (in the form of a Request For Quotation) for specific requirements during the validity of the LTAs. By the very nature of LTAs, UNDP Philippines CO does not guarantee any specific business volume that will be given to any LTA holder, but as an indication, total volume of PHP 33 Million is estimated to be procured during the validity of LTA(s) for the next 18 months. d) Scope of Assistive Devices Assistive Devices that will be covered under this LTA shall include, but need not be limited to, the following: - Assistive Devices to Senior Citizens with impaired mobility, such as wheelchairs, walkers, cane and crutches, etc.
- Assistive Devices to visually impaired persons (braille etc)
- Assistive Devices to speech impaired persons
- Assistive Devices for persons with hearing disability (hearing aid)
- Others that may be required for similar purposes.
Exact details will be defined in succeeding ITB that will be issued by UNDP, as the scope and specifications required are received from the receiving municipalities/cities/provinces. e) General Instructions and Required Documentation In order to apply for pre-qualification, the following documentation must be submitted to UNDP: i. Profile of the company and organizational set up, including UNGM registration (if registered), product / services range proving relevance to the requested procurement scope; size, location, resources, areas of expertise, years in business for each area, clients list, value of biggest contracts, etc. ii. List of product range, manufacturing / distribution capacities and experience a) List of production facilities, if applicable (location and size details in m2 and staff) from which requirements under an eventual LTA would be served. If the supplier is not a manufacturer, a list of manufacturers from which the goods are sourced should be provided. Suppliers / Manufacturers must demonstrate that they possess sufficient resources and facilities on its own to cover most product categories outlined in large volumes / short timelines. b) Suppliers applying for Pre-qualification must demonstrate its own past capacity and International / National experience by providing copies of Purchase Orders / Contracts awarded and satisfactorily served by them during the last five (5) years. To respond to the above, please provide information and copies of relevant pages of the purchase orders, showing: · Country and client (including updated contact details for references); · The type of items and main technical features (size, security features, etc.). · Total contract amount. · Completion time for the supply, and terms applied (DAP, FCA, etc.) iii. Quality Assurance Documents (copies) · Quality Assurance Certificates (e.g. ISO, etc), and/or other similar certificates, accreditations, awards and citations received, if any, issued by relevant International Authorities. At least the following certificates must be provided: ISO 9001 and ISO 14001. · Environmental Compliance Certificates, Accreditations, Markings / Labels, and other evidences of practices which contributes to the ecological sustainability and reduction of adverse environmental impact (e.g. use of non-toxic substances, recycled raw materials, energy-sufficient equipment, reduced carbon emission, etc.), either in its business practices or in the goods it manufacturers. - Licenses/permits issued by appropriate national authorities and company Environmental Policy.
iv. Litigation and arbitration history: All information regarding any past and current litigation during the last five (5) years, in which the supplier is involved, indicating the parties concerned, the subject of the litigation, the amounts involved, and the final resolution, if already concluded. v. Audited financial statements for the last three (3) years (Consolidated Balance Sheet, Profit & Loss/Income Statement, and Cash Flow statements). vi. Proof of financial capacity / credit availability, in the form of either: - A recent Letter from a Recognized Commercial Bank specifically stating credit availability of the company for a minimum amount of PHP 1 Million or
- External Credit Rating (such as D&B, CIBI, etc…), proving sufficient credit availability for high profile projects, if applicable.
vii. Complete contact details of the person/s to whom the bidding documents and further correspondence must be sent, including name, position, email address/es and phone numbers. Please note, EOIs / applications for pre-qualifications which are incomplete may or may not be considered. UNDP will short-list manufacturers / suppliers based on an assessment of the submitted information. The subsequent bidding documents will be issued in accordance with the Rules and Regulations of UNDP. Please note that this Call for EOIs does not constitute solicitation of commercial offers (bids), nor does it entail any commitment from UNDP, either financial or otherwise. Interested suppliers should forward their Expression of Interest and application to prequalify including the above documentation (max. 4.5 MB per mail message with no limits on number of messages) to the following e-mail addresses and stating reference to this exercise : Procurement.ph@undp.org / registry.ph@undp.org or in hard-copy format including USB with electronic version of all application files to the address outlined below. Procurement Unit United Nations Development Programme (UNDP) 30/F Yuchengco Tower, RCBC Plaza, 6819 Ayala Avenue corner Sen. Gil Puyat Avenue, Makati City 1226 Philippines Tel: No. 632 901 0270 / 901 0272 Fax No. 632 901 0200 / 889 7177 Applications shall be received no later than 9 June 2016, by Close of Business (Manila, CET Time) Applications received after the above deadline will not be considered. Documents sent by facsimile will not be accepted. Please ensure to mention reference number on the envelope of submission, i.e. [PHL-EOI-2016-002] – EoI for Assistive Devices. Any envelopes received without the correct reference number will not be entertained and will result in the rejection of submission. | 
