| Overview : Dear Sir / Madam: We kindly request you to submit your quotation for “Supply of Construction materials for reforestation, Agroforestry and watershed” 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 14:00 (Timor-Leste time) Friday, March 2, 2018 and via (choose appropriate box) þe-mail, þcourier mail or þ hand delivery to the address below: United Nations Development Programme UN House, Caicoli Street, P.O Box 558 Dili, Timor-Leste Attn: Mr. Claudio Providas, Country Director Submission by e-mail: bids.tp@undp.org Quotations submitted by email must be limited to a maximum of 10MB, virus-free and no more than one 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) | ☐FCA ☐CPT ☐CIP þDAP ☐Other [pls. specify] | Customs clearance[1], if needed, shall be done by: | ☐UNDP þSupplier/Offeror ☐Freight Forwarder | Exact Address/es of Delivery Location/s (identify all, if multiple) | UN House, Caicoli Street, P.O Box 558 Dili, Timor-Leste | Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be rejected by UNDP) | þ 10 days from the issuance of the Purchase Order (PO) þ As per Delivery Schedule attached [if delivery will be staggered] Time: before 14:00 pm Time Zone of Reference: Timor-Leste Time | Delivery Schedule | þRequired ☐Not Required | Packing Requirements | Required | Mode of Transport | þ AIR | þLAND | þSEA | ☐OTHER [pls. specify] | Preferred Currency of Quotation[2] | þUnited States Dollars | Value Added Tax on Price Quotation[3] | þ Must be inclusive of VAT and other applicable indirect taxes ☐ Must be exclusive of VAT and other applicable indirect taxes | After-sales services required | Not required | Deadline for the Submission of Quotation | COB, Friday, March 02, 2018 and 14:00PM | All documentations, including catalogs, instructions and operating manuals, shall be in this language | þ English ☐ French ☐ Spanish ☐ Others [pls. specify, including dialects, if needed] | Documents to be submitted[4] | þ Duly Accomplished Form as provided in Annex 2, and in accordance with the list of requirements in Annex 1; þ 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; þ 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; þ Latest Business Registration Certificate; þ Latest Internal Revenue Certificate / Tax Clearance; þCertificate of Exclusive Distributorship in the country (if applicable, and if Supplier is not the manufacturer); þ Evidence/Certification of Environmental Sustainability (“Green” Standards) of the Company or the Product being supplied; þ Complete documentation, information and declaration of any goods classified or may be classified as “Dangerous Goods”. þPatent Registration Certificates (if any of technologies submitted in the quotation is patented by the Supplier); þ Written Self-Declaration of not being included in the UN Security Council 1267/1989 list, UN Procurement Division List or other UN Ineligibility List; ☐ Others [pls. specify as many as required] | Period of Validity of Quotes starting the Submission Date | þ 60 days ☐ 90 days ☐120 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 | þ Not permitted ☐ Permitted [please refer to annex 1.)] | Payment Terms[5] | þ 100% upon complete delivery of goods ☐ Others [pls. specify] | Liquidated Damages | Not required | Evaluation Criteria [check as many as applicable] | þ Technical responsiveness/Full compliance to requirements and lowest price[6] Comprehensiveness of after-sales services þ 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] þ Earliest Delivery / Shortest Lead Time[7] ☐ Others [pls. specify] | UNDP will award to: | þ One and only one supplier o One or more Supplier, depending on the following factors: [Clarify fully how and why will this be achieved. Please refer to annex 1.] | Type of Contract to be Signed | þ Purchase Order | Special conditions of Contract | þ Cancellation of PO/Contract if the delivery/completion is delayed by 30 days ☐ Others [pls. specify] | Conditions for Release of Payment | þWritten Acceptance of Goods based on full compliance with RFQ requirements ☐ Others [pls. specify] | Annexes to this RFQ[8] | þ Specifications of the Goods Required (Annex 1) þ Form for Submission of Quotation (Annex 2) þ General Terms and Conditions / Special Conditions (Annex 3). ☐ Others [pls. specify, if any] 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] | Bakhit Allambergenov Procurement Specialist bakhit.allambergenov@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, Diana Lina Bernardo Operations Manager, UNDP 13/02/2018 Annex 1 Technical Specifications Items to be Supplied* | Quantity | Description / Specifications of Goods | Latest Delivery Date | Barbed wire | 320 rolls | Barbed wire (1 roll = 100 meters long) | 12th March 2018 | Gloves | 80 pairs | Gloves (ordinary, safety) - Knuckle strap/protection: Yes
- Machine Washable: Yes
- Size: Medium
| nails | 864 kg | Roofing nails (11-12 cm) - Material: Iron
- Length: 1/2'-8'
- Head Diameter: 14mm-20mm
- Shank Diameter: 1.2mm-6mm
| Plier | 40 EA | Universal Plier (cutting and tie): - Size: 150mm(6"),175mm(7"),200mm(8")
- Weight: 150gram-350gram
| Hammer | 32 EA | Hammer - Steel Shaft With an impact
- Absorbing non Slip
- Weight : 350-450gms, 1-2 Lbs
| Crowbar | 32 EA | Crow bar: - Weight: 15-20 kg
- Material: Stainless steel
- Size: 1-2 meter
| Gabion Mesh | 87 sheets | Gabion Mesh: - Size: L2.0, W1.0, H1.0
- Mesh Type: 8 x 10
- Nominal Dimension: 83mm (3.25 in.)
- Materials: galvanized wire
| Gabion tie Wire | 3 rolls | Gabion tie wire (each roll ~ 25meters): - Materials: galvanized
- Size: 4-5mm
| Steel | 33 pieces | Steel (concrete) bar: - Size: D8 mm, L5-6m
- Material: steel
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*Pls. attach delivery schedule, if relevant, and cluster by lot, if partial bids will be allowed. Specify delivery locations if goods multiple destinations. Harun Yohanes Boavida NPO, DARDC Project 13/02/2018 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. RFQ 004/TLS/2018: 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 | 1 | Barbed wire (1 roll = 100 meters long) | 320 rolls | 12 March 2018 | | | 2 | Gloves (ordinary, safety) - Knuckle strap/protection: Yes
- Machine Washable: Yes
- Size: Medium
| 80 pairs | 12 March 2018 | | | 3 | Roofing nails (11-12 cm) - Material: Iron
- Length: 1/2'-8'
- Head Diameter: 14mm-20mm
- Shank Diameter: 1.2mm-6mm
| 864 kg | 12 March 2018 | | | 4 | Universal Plier (cutting and tie): - Size: 150mm(6"),175mm(7"),200mm(8")
- Weight: 150gram-350gram
| 40 EA | 12 March 2018 | | | 5 | Hammer - Steel Shaft With an impact
- Absorbing non Slip
- Weight : 350-450gms, 1-2 Lbs
| 32 EA | 12 March 2018 | | | 6 | Crow bar: - Weight: 15-20 kg
- Material: Stainless steel
- Size: 1-2 meter
| 32 EA | 12 March 2018 | | | 7 | Gabion Mesh: - Size: L2.0, W1.0, H1.0
- Mesh Type: 8 x 10
- Nominal Dimension: 83mm (3.25 in.)
- Materials: galvanized wire
| 87 sheets | 12 March 2018 12 March 2018 | | | 8 | Gabion tie wire (each roll ~ 25meters): - Materials: galvanized
- Size: 4-5mm
| 3 rolls | | | 9 | Steel (concrete) bar: - Size: D8 mm, L5-6m
- Material: steel
| 33 pieces | | | | 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 | | | | Estimated weight/volume/dimension of the Consignment: | | | | Country/ies Of Origin[13]: | | | | Warranty and After-Sales Requirements | | | | - Training on Operations and Maintenance
| | | | - Minimum one (1) year warranty on both parts.
| | | | - Service Unit to be Provided when the Purchased Unit is Under Repair
| | | | - Brand new replacement if Purchased Unit is beyond repair
| | | | - Others
| | | | Validity of Quotation | | | | All Provisions of the UNDP General Terms and Conditions | | | | Other requirements [pls. specify] | | | |
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] |
