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RFQ017TLS2018 LEARN SECOM (deadline extended till 22 November 2018)
Procurement Process :RFQ - Request for quotation
Deadline :22-Nov-18
Posted on :02-Nov-18
Reference Number :51214
Link to Atlas Project :
Non-UNDP Project
Documents :
Overview :

Dear Sir / Madam:



We kindly request you to submit your quotation for Procurement of Audiovisual Equipment for Digital Conference Room, 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 November 22, 2018 and via (choose appropriate box) ☒e-mail, ☒courier mail or ☒facsimile 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:


                Quotations submitted by email must be limited to a maximum of 5MB, virus-free and no more than 1 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


(Pls. link this to price schedule)





☐Other [pls. specify]

Customs clearance[1], if needed, shall be done by:



☐Freight Forwarder

Exact Address/es of Delivery Location/s (identify all, if multiple)

UN House, Caicoli Street, Dili, Timor-Leste


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)

☐ As per Delivery Schedule attached [if delivery will be staggered]

Time:  [pls. indicate]

Time Zone of Reference:  [pls. indicate]

Delivery Schedule


☒Not Required

Packing Requirements


Mode of Transport

  ☒ AIR



☐OTHER [pls. specify]


Currency of Quotation[2]

☒United States Dollars


☐Local Currency: [pls. specify]

Value Added Tax on Price Quotation[3]

☐ Must be inclusive of VAT and other applicable indirect taxes

☒ Must be exclusive of VAT and other applicable indirect taxes

After-sales services required

 ☒Warranty on Parts and Labor for minimum period of 12 months

 ☒Technical Support

 ☒Provision of Service Unit when pulled out for maintenance/ repair

 ☐ Others [pls. specify]

Deadline for the Submission of Quotation

COB, Thursday, November 22, 2018 and Timor Leste


All documentations, including catalogs, instructions and operating manuals, shall be in this language

☒ English       

☐ French    

☐ Spanish       

☐ Others  [pls. specify, including dialects, if needed]

Documents to be submitted[4]

☒ 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;

☐ Latest Internal Revenue Certificate / Tax Clearance;

☐ Manufacturer’s Authorization of the Company as a Sales Agent (if Supplier is not the manufacturer);

☐ Certificate of Exclusive Distributorship in the country (if applicable, and if Supplier is not the manufacturer);

☐ Evidence/Certification of Environmental Sustainability (“Green” Standards) of the Company or the Product being supplied;

☐ Complete documentation, information and declaration of any goods classified or may be classified as “Dangerous Goods”.

☐ Patent Registration Certificates (if any of technologies submitted in the quotation is patented by the Supplier);

☒ 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

☐ 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

☒ Not permitted

☐ Permitted [pls. provide conditions for partial quotes, and ensure that requirements are properly listed to allow partial quotes (e.g., in lots, etc.)]         

Payment Terms[5]

☒ 100% upon complete delivery of goods

☐ Others [pls. specify]

Liquidated Damages

Refer to Article 10 in the Annex 3


Evaluation Criteria

[check as many as applicable]

☒ Technical responsiveness/Full compliance to requirements and lowest price[6]

 Comprehensiveness of after-sales services

☒ Full acceptance of the PO/Contract General Terms and Conditions [this is a mandatory criterion and cannot be deleted regardless of the nature of services required]

☐ Earliest Delivery / Shortest Lead Time[7]

☐ Others [pls. specify]

UNDP will award to:


☒ One and only one supplier

☐ One or more Supplier, depending on the following factors:  [Clarify fully how and why will this be achieved.  Please do not choose this option without indicating the parameters for awarding to multiple Suppliers]

Type of Contract to be Signed

☒ Purchase Order

☐ Long-Term Agreement[8] (if LTA will be signed, specify the document that will trigger the call-off.  E.g., PO, etc.)

☐ Other Type/s of Contract [pls. specify]

Special conditions of Contract

☒ Cancellation of PO/Contract if the delivery/completion is delayed by 30 calendar days

☐ Others [pls. specify]

Conditions for Release of Payment

Passing Inspection [specify method, if possible]

Complete Installation

☐ Passing all Testing [specify standard, if possible]

☒ Completion of Training on Operation and Maintenance [specify no. of trainees, and location of training, if possible

☒ Written Acceptance of Goods based on full compliance with  RFQ requirements

☐ Others [pls. specify]

Annexes to this RFQ[9]

☒ Specifications of the Goods Required (Annex 1)

☒ Form for Submission of Quotation (Annex 2)

☒ 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)[10]


Procurement Unit

[Enter Fax/Email]

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:


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 :


Thank you and we look forward to receiving your quotation.




Sincerely yours,


[1] Must be linked to INCO Terms chosen.

[2] Local vendors must comply with any applicable laws regarding doing business in other currencies.  Conversion of currency into the UNDP preferred currency, if the offer is quoted differently from what is required, shall be based only on UN Operational Exchange Rate prevailing at the time of UNDP’s issuance of Purchase Order.

[3] This must be reconciled with the INCO Terms required by the RFQ.  Furthermore, VAT exemption status varies from one country to another.  Pls. tick whatever is applicable to the UNDP CO/BU requiring the goods.

[4] First 2 items in this list are mandatory for the supply of imported goods

[5] UNDP preference is not to pay advanced amount upon signing of contract.  If vendor strictly requires advanced payment, it will be limited only up to 20% of the total price quoted.  For any higher percentage, or advanced payment of $30,000 or higher, UNDP shall require the vendor to submit a bank guarantee or bank checque payable to UNDP, in the same amount as the advanced payment made by UNDP to the vendor.

[6] UNDP reserves the right not to award the contract to the lowest priced offer, if the second lowest price among the responsive offer is found to be significantly more superior, and the price is higher than the lowest priced compliant offer by not more than 10%, and the budget can sufficiently cover the price difference.  The term “more superior” as used in this provision shall refer to offers that have exceeded the pre-determined requirements established in the specifications.

[7] This shall be used for time-critical and/or exigent requirements (e.g., post-crisis emergencies, elections, etc.).

[8] Minimum of one (1) year period and may be extended up to a maximum of three (3) years subject to satisfactory performance evaluation

[9]  Where the information is available in the web, a URL for the information may simply be provided.

[10] This contact person and address is officially designated by UNDP.  If inquiries are sent to other person/s or address/es, even if they are UNDP staff, UNDP shall have no obligation to respond nor can UNDP confirm that the query was received.