Procurement Notices

REQUEST FOR QUOTATION (RFQ)

(Goods)

Dear Sir / Madam:

We kindly request you to submit your quotation for T-Shirt and Cap for CEP, 2016, as detailed in Annex 1 of this RFQ.  When preparing your quotation, please be guided by the form attached hereto as Annex 2. 

Quotations may be submitted on or before 27th June 2016; 12.00 am midnight (local time) to

ebidbox-chtdf.bd@undp.org attention to Procurement Section

E-mail subject line should contain the RFQ reference “RFQ/2016-CHTDF053”

Attention : Procurement Section

CHTDF-UNDP, Rajbari Road

Rangamati.

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 UNDP after the deadline indicated above, for whatever reason, shall not be considered for evaluation.

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

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 UNDP 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 requirements 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 UNDP.  The unit price shall prevail and the total price shall be corrected.  If the supplier does not accept the final price based on UNDP’s re-computation and correction of errors, its quotation will be rejected. 

After UNDP has identified the lowest price offer, UNDP reserves the right to award the contract based only on the prices of the goods in the event that the transportation cost (freight and insurance) is found to be higher than UNDP’s own estimated cost if sourced from its own freight forwarder and insurance provider. 

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 UNDP after it has received the quotation.At the time of award of Contract or Purchase Order, UNDP reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty five per cent (25%) of the total offer, without any change in the unit price or other terms and conditions. 

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

UNDP is not bound to accept any quotation, nor award a contract/Purchase Order, nor be responsible for any costs associated with a Supplier’s preparation and submission of a quotation, regardless of the outcome or the manner of conducting the selection process.

Please be advised that UNDP’s vendor protest procedure is intended to afford an opportunity to appeal for persons or firms not awarded a purchase order or contract in a competitive procurement process.  In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link: http://www.undp.org/procurement/protest.shtml .

UNDP encourages every prospective Vendor to avoid and prevent conflicts of interest, by disclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFQ. 

UNDP implements a zero tolerance on fraud and other proscribed practices, and is committed to identifying and addressing all such acts and practices against UNDP, as well as third parties involved in UNDP activities.  UNDP expects its suppliers to adhere to the UN Supplier Code of Conduct found in this link : http://www.un.org/depts/ptd/pdf/conduct_english.pdf

Thank you and we look forward to receiving your quotation.

Sincerely yours,

Signed/

Ratan Khisha

Operations Manager

CHTDF, UNDP

Annex 1: Specification of T-Shirt and Caps

Detailed Specifications – (Name of the Good) T-Shirt

Functional Specifications

• To be used as T-Shirt for participant’s in the tree fair rally organized by Forest department as per their requested support. 

Performance Specifications

• The T-Shirt should be able to use by targeted participants of Forest Department during Tree fair event 2016.

Design Specifications

• Colour should be white
• T-Shirt color and hand rib should be have white in Color
• Writings text should be in Dark Green color
• Writings and logo should be as designed of T-Shirt as attached.
• Size of T-Shirt: Small-100, M-100, L-450, XL-130, XXL-20
• Total T-Shirt-800 pcs
• The cloth should be washable
• Cloth should be cotton and thick

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Detailed Specifications – (Name of the Good) Cap

Functional Specifications

•  To be used as cap for participant’s in the Tree fair rally organized by Forest department with support from CHTDF-UNDP.

Performance Specifications

• The Cap should serve to protect eyes from direct sunlight during various event organized on Tree fair 2016.
• The caps should have pore for better aeration

Design Specifications

• Colour should be white
• Writings and logo should be in front of the Cap and properly placed
• Writings should be in green in color
• Number of Cap: 800 pcs.
• At the back there should be a belt so that the cap size can be adjusted
• The cap size should be for adult or free size
• The cloth should be washable and cotton.

Annex 2: Design of T-Shirt & Cap with Logos

attached

Annex 3: Quotation Submission Form

FORM FOR SUBMITTING SUPPLIER’S QUOTATION

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

We, the undersigned, hereby accept in full the UNDP General Terms and Conditions, and hereby offer to supply the items listed below in conformity with the specification and requirements of UNDP as per RFQ Reference No. _______:

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

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

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]

Annex 4: General Terms and Conditions

General Terms and Conditions

1.            ACCEPTANCE OF THE PURCHASE ORDER

               This Purchase Order may only be accepted by the Supplier's signing and returning an acknowledgement copy of it or by timely delivery of the goods in accordance with the terms of this Purchase Order, as herein specified.  Acceptance of this Purchase Order shall effect a contract between the Parties under which the rights and obligations of the Parties shall be governed solely by the terms and conditions of this Purchase Order, including these General Conditions.  No additional or inconsistent provisions proposed by the Supplier shall bind UNDP unless agreed to in writing by a duly authorized official of UNDP.

2.            PAYMENT

1. UNDP shall, on fulfillment of the Delivery Terms, unless otherwise provided in this Purchase Order, make payment within 30 days of receipt of the Supplier's invoice for the goods and copies of the shipping documents specified in this Purchase Order.
2.  Payment against the invoice referred to above will reflect any discount shown under the payment terms of this Purchase Order, provided payment is made within the period required by such payment terms.
3. Unless authorized by UNDP, the Supplier shall submit one invoice in respect of this Purchase Order, and such invoice must indicate the Purchase Order's identification number.
4. The prices shown in this Purchase Order may not be increased except by express written agreement of UNDP.

3.            TAX EXEMPTION

3.1      Section 7 of the Convention on the Privileges and Immunities of the United Nations provides, inter alia, that the  United Nations, including its subsidiary organs, is exempt from all direct taxes, except charges for utilities services, and is exempt from customs duties and charges of a similar nature in respect of articles imported or exported for its official use.  In the event any governmental authority refuses to recognize UNDP's exemption from such taxes, duties or charges, the Supplier shall immediately consult with UNDP to determine a mutually acceptable procedure.

   3.2  Accordingly, the Supplier authorizes UNDP to deduct from the Supplier's invoice any amount representing such taxes, duties or charges, unless the Supplier has consulted with UNDP before the payment thereof and UNDP has, in each instance, specifically authorized the Supplier to pay such taxes, duties or charges under protest.  In that event, the Supplier shall provide UNDP with written evidence that payment of such taxes, duties or charges has been made and appropriately authorized.

4.            RISK OF LOSS

               Risk of loss, damage to or destruction of the goods shall be governed in accordance with Incoterms  2010, unless otherwise agreed upon by the Parties on the front side of this Purchase Order.

5.            EXPORT LICENCES

               Notwithstanding any INCOTERM 2010 used in this Purchase Order, the Supplier shall obtain any export licences required for the goods.

6.            FITNESS OF GOODS/PACKAGING

               The Supplier warrants that the goods, including packaging, conform to the specifications for the goods ordered under this Purchase Order and are fit for the purposes for which such goods are ordinarily used and for purposes expressly made known to the Supplier by UNDP, and are free from defects in workmanship and materials.  The Supplier also warrants that the goods are contained or packaged adequately to protect the goods.

7.            INSPECTION

7.1      UNDP shall have a reasonable time after delivery of the goods to inspect them and to reject and refuse acceptance of goods not conforming to this Purchase Order; payment for goods pursuant to this Purchase Order shall not be deemed an acceptance of the goods.

7.2      Inspection prior to shipment does not relieve the Supplier from any of its contractual obligations.

8.            INTELLECTUAL PROPERTY INFRINGEMENT

               The Supplier warrants that the use or supply by UNDP of the goods sold under this Purchase Order does not infringe any patent, design, trade-name or trade-mark.  In addition, the Supplier shall, pursuant to this warranty, indemnify, defend and hold UNDP and the United Nations harmless from any actions or claims brought against UNDP or the United Nations pertaining to the alleged infringement of a patent, design, trade-name or trade-mark arising in connection with the goods sold under this Purchase Order.

9.            RIGHTS OF UNDP

               In case of failure by the Supplier to fulfil its obligations under the terms and conditions of this Purchase Order, including but not limited to failure to obtain necessary export licences, or to make delivery of all or part of the goods by the agreed delivery date or dates, UNDP may, after giving the Supplier reasonable notice to perform and without prejudice to any other rights or remedies, exercise one or more of the following rights:

1. Procure all or part of the goods from other sources, in which event UNDP may hold the Supplier responsible for any excess cost occasioned thereby.
2. Refuse to accept delivery of all or part of the goods.
3. Cancel this Purchase Order without any liability for termination charges or any other liability of any kind of UNDP.

10.         LATE DELIVERY

               Without limiting any other rights or obligations of the parties hereunder, if the Supplier will be unable to deliver the goods by the delivery date(s) stipulated in this Purchase Order, the Supplier shall (i) immediately consult with UNDP to determine the most expeditious means for delivering the goods and (ii) use an expedited means of delivery, at the Supplier's cost (unless the delay is due to Force Majeure), if reasonably so requested by UNDP.

11.         ASSIGNMENT AND INSOLVENCY

1. The Supplier shall not, except after obtaining the written consent of UNDP, assign, transfer, pledge or make other disposition of this Purchase Order, or any part thereof, or any of the Supplier's rights or obligations under this Purchase Order.
2.  Should the Supplier become insolvent or should control of the Supplier change by virtue of insolvency, UNDP may, without prejudice to any other rights or remedies, immediately terminate this Purchase Order by giving the Supplier written notice of termination.

12.         USE OF UNDP OR UNITED NATIONS NAME OR EMBLEM

               The Supplier shall not use the name, emblem or official seal of UNDP or the United Nations for any purpose.

13.         PROHIBITION ON ADVERTISING

               The Supplier shall not advertise or otherwise make public that it is furnishing goods or services to UNDP without specific permission of UNDP in each instance.

14.         CHILD LABOUR

              The Supplier represents and warrants that neither it nor any of its affiliates is engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child, including Article 32 thereof, which, inter alia, requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere with the child's education, or to be harmful to the child's health or physical, mental, spiritual, moral or social development.

               Any breach of this representation and warranty shall entitle UNDP to terminate this Purchase Order immediately upon notice to the