| Overview : REQUEST FOR QUOTATION (RFQ) (Goods) NAME & ADDRESS OF FIRM | DATE: August 18, 2016 | REFERENCE: RFQ/FJI10-003-16 |
Dear Sir / Madam: We kindly request you to submit your quotation for Production of Law Reports, 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 September 1, 2016and via e-mail to the address below: United Nations Development Programme Level 8,Kadavu House,414 Victoria Parade, Suva Vimal Pillay Procurement.fj@undp.org Quotations submitted by email must be limited to a maximum of 10 MB, virus-free and no more than 2 email transmissions. They must be 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 UNDP 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 they are signed and 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 good/s: Delivery Terms [INCOTERMS 2010] (Pls. link this to price schedule) | ☒DAP | Customs clearance[1], if needed, shall be done by: | ☒Supplier/Offeror | Exact Address/es of Delivery Location/s (identify all, if multiple) | UNDP Pacific Office
Level 8, Kadavu House.
414 ,Victoria Parade, Suva
Fiji | UNDP Preferred Freight Forwarder, if any[2] |
N/A
| Distribution of shipping documents (if using freight forwarder) |
One copy of shipping document to be shared with UNDP
| Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be rejected by UNDP) | ☒ 120 working days from the issuance of the Purchase Order (PO) NOTE: Proposed timeline 1st mile stone -2 to 3 months Review of draft report-1 month Printing and delivery -2months Bidders may also propose completion/ delivery timelines. | Delivery Schedule | ☒ Required | Packing Requirements | Clearly labelled /marked Packed properly to avoid any damages to items during shipment / delivery. | Mode of Transport | ☒ AIR | | Preferred Currency of Quotation[3] | ☒United States Dollars | Value Added Tax on Price Quotation[4] | ☒ Must be exclusive of VAT and other applicable indirect taxes | After-sales services required | N/A | Deadline for the Submission of Quotation | COB, Thursday, September 01, 2016 and FJ Time | All documentations, including catalogs, instructions and operating manuals, shall be in this language | ☒ English | Documents to be submitted[5] | ☒ Duly Accomplished Form as provided in Annex 2, and in accordance with the list of requirements in Annex 1; ☒ A statement whether any import or export licenses are required in respect of the goods to be purchased including any restrictions on the country of origin, use/dual use nature of goods or services, including and disposition to end users; ☒ Confirmation that licenses of this nature have been obtained in the past and an expectation of obtaining all the necessary licenses should the quotation be selected; ☒ Quality Certificates (ISO, etc.); ☒ Latest Business Registration Certificate ; ☒ Complete documentation, information and declaration of any goods classified or may be classified as “Dangerous Goods”. ☒ Written Self-Declaration of not being included in the UN Security Council 1267/1989 list, UN Procurement Division List or other UN Ineligibility List; | Period of Validity of Quotes starting the Submission Date | ☒ 90 days | Partial Quotes | ☒ Not permitted | Payment Terms[6] | ☒ 100% upon complete delivery of goods | Liquidated Damages | Will be imposed under the following conditions: If the supplier fails to supply the specified goods within the time period(s) stipulated by the purchase order, the UN purchasing authority shall, without prejudice to its other remedies under the purchase order, deduct from the purchase order price, as liquidated damages a sum equivalent to 0.5 percent of the delivered price of the delayed goods for each additional day of delay until actual delivery, up to a maximum deduction of 10 per cent of the purchase order price. Once the maximum is reached, the UN purchasing authority may consider termination of the purchase order. | Evaluation Criteria [check as many as applicable] | ☒ Technical responsiveness/Full compliance to requirements and lowest price[7] ☒ Full acceptance of the PO/Contract General Terms and Conditions [this is a mandatory criteria and cannot be deleted regardless of the nature of services required] | UNDP will award to: | ☒ One and only one supplier | Type of Contract to be Signed | ☒ Purchase Order | Special conditions of Contract | ☒ Cancellation of PO/Contract if the delivery/completion is delayed by 30 days form the delivery date | Conditions for Release of Payment | Upon receipt of goods in accordance to the RFQ | Annexes to this RFQ[8] | ☒ Specifications of the Goods Required (Annex 1) ☒ Form for Submission of Quotation (Annex 2) ☒ General Terms and Conditions / Special Conditions (Annex 3). Non-acceptance of the terms of the General Terms and Conditions (GTC) shall be grounds for disqualification from this procurement process. | Contact Person for Inquiries (Written inquiries only)[9] | Vimal Pillay Procurement Associate Procurement.fj@undp.org Any delay in UNDP’s response shall be not used as a reason for extending the deadline for submission, unless UNDP 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 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/content/undp/en/home/operations/procurement/protestandsanctions/ 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, Ronald Kumar Team Leader Procurement and Travel Services August 18, 2016 Annex 1 Technical Specifications Items to be Supplied* | Quantity | Description / Specifications of Goods | Latest Delivery Date | Fiji Law Reports’ for the years 2004, 2005, 2006 and 2007 | 150 copies for each year | Technical Specifications – Production of Fiji Law Reports - UNDP is providing support to the Fiji Judicial Department in the publishing of the ‘Fiji Law Reports’ for the years 2004, 2005, 2006 and 2007. The cases for each year have already been selected by the Judiciary and are now ready to be published in Annual Law Reports.
- The details of the requirements are that for each volume there is to be the creation of tables (table of cases reported, table of cases judicially considered, table of statues judicially considered), creation of index, proofreading, styling of the judgment text to ensure consistency and readability, creation of a PDF version of the printed report to be able to be used online; and for each case catchwords and headnotes to be produced:
- 2004: 83 cases, currently 788 pages
- 2005: 89 cases, currently 666 pages
- 2006: 85 cases, currently 671 pages
- 2007: 59 cases, currently 481 pages”
- The format of the reports is to be in line with the previous production in 2014 (Volume 1 at 503 pages and Volume 2 at 512 pages), A5 sized book, with hardcover in green color. Photograph attached.
- For each year there will be 150 hard copies produced, in the same style as the Fiji Law Reports 2012.
- The estimated timeline for this process needs to be provided against the following milestones:
- First Milestone: Following the provision of all the cases for 2004, 2005, 2006 and 2007 which will be provided electronically; the estimate of weeks at which the Volumes will be returned to UNDP for checking by the Fiji Judicial Department of the catchwords, headnotes, formatting etc.
- Second Milestone: Following the return of the Volumes with any corrections; the estimate of weeks of when the printing will be finalized and Volumes arrive in Suva, Fiji.
| 120 working days from issuance of PO. |
*Pls. attach delivery schedule, if relevant, and cluster by lot, if partial bids will be allowed. Specify delivery locations if goods multiple destinations. Ronald Kumar Team Leader Procurement and Travel Services August 18, 2016 Annex 2 FORM FOR SUBMITTING SUPPLIER’S QUOTATION[10] (This Form must be submitted only using the Supplier’s Official Letterhead/Stationery[11]) 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 Item No. | Description/Specification of Goods | Quantity | Latest Delivery Date | Unit Price | Total Price per Item | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | Total Prices of Goods[12] | | | Add : Cost of Transportation | | | Add : Cost of Insurance | | | Add : Other Charges (pls. specify) | | | Total Final and All-Inclusive Price Quotation | |
TABLE 2 : Estimated Operating Costs (if applicable) List of Consumable Item/s (Include fast moving parts, if any) | Estimated Average Consumption | Unit of Measure | Unit Price | Total Price per Item | | | | | | | | | | | | | | | | | | | | | | | | | |
TABLE 3 : 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 Lead Time | | | | Validity of Quotation | | | | All Provisions of the UNDP General Terms and Conditions | | | | | | | |
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 3 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 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. 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. 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. 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 |
