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REQUEST FOR QUOTATION (RFQ)
NAME & ADDRESS OF FIRM
DATE: 08 November, 2018
REFERENCE: RFQ 011/TLS/2018 (Re-advertised)
Supply of YEASTAR S-Series VoIP PBX including setup and configuration to UNDP Timor Leste
Dear Sir / Madam:
We kindly request you to submit your quotation for Supply of YEASTAR S-Series VoIP PBX including setup and configuration 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 November 22, 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 Mr. Claudio Providas, Country Director
Email submission: email@example.com
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]
(Pls. link this to price schedule)
Customs clearance, if needed, shall be done by:
Exact Address/es of Delivery Location/s (identify all, if multiple)
UN House, Caicoli Street, Dili, Timor-Leste
UNDP Preferred Freight Forwarder, if any
Distribution of shipping documents (if using freight forwarder)
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)
Subject to request from UNDP
Mode of Transport
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
Deadline for the Submission of Quotation
COB, Thursday, November 22, 2018
All documentations, including catalogs, instructions and operating manuals, shall be in this language
Documents to be submitted
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
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.
100% upon complete delivery of goods
See Article 10 of the General Terms and Conditions on late delivery.
[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]
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).
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)
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.
 Must be linked to INCO Terms chosen.
 First 2 items in this list are mandatory for the supply of imported goods