| Overview : Dear Sir / Madam: We kindly request you to submit your quotation for LTA for Supply of Toners to UNDP Timor Leste, 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 COB January 31, 2018 and via (choose appropriate box) e-mail, courier mail or hand delivery to the address below: United Nations Development Programme Registry of UNDP at UN House, Caicoli Street Attn. of Mrs. Diana Lina Bernardo, Operations Manager of UNDP Email submission: bids.tp@undp.org Quotations submitted by email must be limited to a maximum of 5 MB, virus-free and no more than 5 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: [check the condition that applies to this RFQ, delete the entire row if condition is not applicable to the goods being procured] Delivery Terms [INCOTERMS 2010] (Pls. link this to price schedule) | DDP | Customs clearance[1], if needed, shall be done by: | Supplier | Exact Address/es of Delivery Location/s (identify all, if multiple) | UNDP Office
UN House, Caicoli Street, Dili, Timor-Leste | UNDP Preferred Freight Forwarder, if any | N/A | Distribution of shipping documents (if using freight forwarder) | N/A | Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be rejected by UNDP) | 30 days from the issuance of the Purchase Order (PO) | Delivery Schedule | Required Subject to request from UNDP | Mode of Transport | LAND | | Preferred Currency of Quotation | United States Dollars | Value Added Tax on Price Quotation | Must be exclusive of VAT and other applicable indirect taxes | After-sales services required | NA | Deadline for the Submission of Quotation | COB, Wednesday, January 31, 2018 | All documentations, including catalogs, instructions and operating manuals, shall be in this language | English | Documents to be submitted[2] | Duly Accomplished Form as provided in Annex 2, and in accordance with the list of requirements in Annex 1; Latest Business Registration Certificate Latest Internal Revenue Certificate / Tax Clearance; Written Self-Declaration of not being included in the UN Security Council 1267/1989 list, UN Procurement Division List or other UN Ineligibility List; Quality Certificates (ISO, etc). | Period of Validity of Quotes starting the Submission Date | 60 days In exceptional circumstances, UNDP 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. | Partial Quotes | Not permitted | Payment Terms | 100% upon complete delivery of goods | Liquidated Damages | See Article 10 of the General Terms and Conditions on late delivery. | Evaluation Criteria [check as many as applicable] | Technical responsiveness/Full compliance to requirements and lowest price Comprehensiveness of after-sales services Full acceptance of the PO/Contract General Terms and Conditions | UNDP will award to: | One and only one supplier One or more Supplier, depending on the following factors: [Technically qualified and price offered are equal or equivalent] | Type of Contract to be Signed | The Long-Term Agreement (LTA) shall be signed for a period of three years. The success vendor shall sign an Agreement with UNDP for an initial period of 1 (one) year renewable on an annual basis up to maximum total of 3 years, subject to satisfactory contract performance and price competitiveness. | Long Term Agreement (LTA) Objective and Set UP | Objective: The overall objective to set up this LTA is to facilitate and expedite the process by which UNDP will contract the supply of Toners once there are specific requirement in the next 3years. Estimated Volume: For reference purposes, the estimated volume of toner requirement per year have been included in the Annex 1 of this RFQ. Number of LTAs: UNDP will sign more than one companies selected from this procurement process, as per evaluation methodology and criteria specified herein. The LTA shall be considered by UNDP as nonexclusive and will not have an upfront commitment by UNDP in terms of volume contracted during its duration as this will depend on forthcoming needs. When UNDP have specific requirements, these shall be instrumented trough a Work Order or Purchase Order using unit rates quoted by the awarded company in this RFQ process. | Conditions for Release of Payment | Passing inspection of Goods supplied; Passing all testing of the goods as per specification in the RFQ; 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 / Special Conditions (Annex 3). Others 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) | Procurement Unit procurement.staff.tp@undp.org Any delay in UNDP’s response shall not be 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/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, Annex 1 Technical Specifications ALL TONERS MUST BE GENUINE WITH HP HOLOGRAM 3D LOGO Qty of printer | Printer model | Toners | type | 3 | HP LaserJet P4015 | BLACK - CC364A | CC364A | 3 | HP LaserJet P3015 | BLACK - CE255A | CE255A | 1 | HP Laser Jet Pro MFP M225dw | Black - 83A | 83A | 1 | HP LaserJet Ent. flow MFP M830 | Black - CF325X | CF325X | 1 | Canon iR2030i | Black - C-EXV14 | C-EXV14 | 2 | HP LaserJet Pro MFP M426fdn | HP 26X Toner | CF226XD | 1 | HP color LJ MFP M475dn | BLACK - CE410A | CE410A | 1 | HP Deskjet 1510 | HP 61 Tri-Color | | | | CYAN - CE411A | CE411A | | | MAGENTA - CE413A | CE413A | | | YELLOW - CE412A | CE412A | 3 | HP Color LJ CP2025 | BLACK - CC530A | CC530A | | | CYAN - CC531A | CC531A | | | MAGENTA - CC533A | CC533A | | | YELLOW - CC532A | CC532A | 1 | HP Color LaserJet CP1515n | BLACK - CB540A | CB540A | | | CYAN - CB541A | CB541A | | | MAGENTA - CB543A | CB543A | | | YELLOW - CB542A | CB542A | 4 | HP Color LaserJet MFP M477fdn | BLACK - CF410A | CF410A | | | CYAN - CF411A | CF411A | | | MAGENTA - CF413A | CF413A | | | YELLOW - CF412A | CF412A | 1 | HP Color LaserJet CP5225dn | BLACK - CE740A | CE740A | | | CYAN - CE741A | CE741A | | | MAGENTA - CE743A | CE743A | | | YELLOW - CE742A | CE742A | 1 | HP Color LJ Pro MFP M177fw | HP 130A Black | CF350A | | | HP 130A Cyan | CF351A | | | HP 130A Yellow | CF352A | | | HP 130A Magenta | CF353A | 1 | HP color LaserJet MFP M277n | Black - HP 201X | CF400X | | | Blue - HP 201X | CF401X | | | Yellow - HP 201X | CF402X | | | Magenta - HP 201X | CF403X |
*Pls. attach delivery schedule, if relevant, and cluster by lot, if partial bids will be allowed. Specify delivery locations if goods multiple destinations. 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 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 No | Printer Model | Toner description | Type | Quantity | Unit Price US$ | 1 | HP LaserJet P4015 | BLACK - CC364A | CC364A | 1 | | 2 | HP LaserJet P3015 | BLACK - CE255A | CE255A | 1 | | 3 | HP Laser Jet Pro MFP M225dw | Black - 83A | 83A | 1 | | 4 | HP LaserJet Ent. flow MFP M830 | Black - CF325X | CF325X | 1 | | 5 | Canon iR2030i | Black - C-EXV14 | C-EXV14 | 1 | | 6 | HP LaserJet Pro MFP M426fdn | HP 26X Toner | CF226XD | 1 | | 7 | HP color LJ MFP M475dn | BLACK - CE410A | CE410A | 1 | | 8 | HP Deskjet 1510 | HP 61 Tri-Color | | 1 | | 9 | | CYAN - CE411A | CE411A | 1 | | 10 | | MAGENTA - CE413A | CE413A | 1 | | 11 | | YELLOW - CE412A | CE412A | 1 | | 12 | HP Color LJ CP2025 | BLACK - CC530A | CC530A | 1 | | 13 | | CYAN - CC531A | CC531A | 1 | | 14 | | MAGENTA - CC533A | CC533A | 1 | | 15 | | YELLOW - CC532A | CC532A | 1 | | 16 | HP Color LaserJet CP1515n | BLACK - CB540A | CB540A | 1 | | 17 | | CYAN - CB541A | CB541A | 1 | | 18 | | MAGENTA - CB543A | CB543A | 1 | | 19 | | YELLOW - CB542A | CB542A | 1 | | 20 | HP Color LaserJet MFP M477fdn | BLACK - CF410A | CF410A | 1 | | 21 | | CYAN - CF411A | CF411A | 1 | | 22 | | MAGENTA - CF413A | CF413A | 1 | | 23 | | YELLOW - CF412A | CF412A | 1 | | 24 | HP Color LaserJet CP5225dn | BLACK - CE740A | CE740A | 1 | | 25 | | CYAN - CE741A | CE741A | 1 | | 26 | | MAGENTA - CE743A | CE743A |
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