Overview : Dear Sir / Madam: We kindly request you to submit your quotation for Renovation of Tukul in UNDP Residential compound 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 14:00hrs GMT+3 June 5, 2019 and via (choose appropriate box) ☒ e-mail, ☒ courier mail or ☐facsimile to the address below: United Nations Development Programme Ministries Road, Juba, South Sudan Attention: Head of Procurement Unit Email: bids.juba@undp.org NB: Bids/Proposals sent by hand/courier shall adhere to the below provisions; - Shall be properly sealed to withstand handling.
- Shall bear the appropriate RFQ/ITB/RFP label/reference number provided. Any bid/proposal with incorrect/inappropriate/no label shall automatically be disqualified.
- Shall be recorded in the bid receipt record available at the UNDP security desk. Any bid/proposal not recorded shall automatically be disqualified.
- Shall be dropped by the bidder into the UNDP bid box.
Quotations submitted by email must be limited to a maximum of 5MB, virus-free and no more than [indicate number]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 ☒ DAP Juba, South Sudan ☐Other [pls. specify] | Customs clearance[1], if needed, shall be done by: | ☐ UNDP ☒ Supplier/Offeror ☐Freight Forwarder | Exact Address/es of Delivery Location/s (identify all, if multiple) | UNDP Guest House in Juba | UNDP Preferred Freight Forwarder, if any[2] | Not applicable | Distribution of shipping documents (if using freight forwarder) | Not applicable | Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be rejected by UNDP) | ☒ 45 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 | ☒ Required ☐ Not Required | Packing Requirements | As per category list | Mode of Transport | ☐ AIR | ☒ LAND | ☐SEA | ☐OTHER Not applicable | Preferred Currency of Quotation[3] | ☒ United States Dollars ☐Euro ☒ Local Currency (South Sudanese Pounds); not mandatory for local bidders, bids shall convert to USD using the UN Operational Exchange rate that is valid at the closing date of the RFQ. | Value Added Tax on Price Quotation[4] | ☐ 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 1 Year ☐Technical Support if needed or if required ☐Provision of Service Unit when pulled out for maintenance/ repair ☐ Others [pls. specify] | Deadline for the Submission of Quotation | Wednesday, June 05, 2019 14:00hrs GMT +3 | 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[5] | ☒ Valid business registration certificate ☒ Valid tax clearance certificate ☒ Valid business operation License ☒ Full technical specifications inclusive drawings of the item being offered ☒ Independently audited financial accounts for the last two years in English. The total average annual turnover over each of the last two years exceeded the amount of USD 25,000 (See section 6.1.2.) UNDP will check the financial accounts to compute the quick ratio (QR). Quick ratio tests the company's financial strength and liquidity by calculating a company’s liquid assets in proportion to its liabilities. ☒ Previous experience: Documentary evidence of a minimum of 3 POs/contracts awarded and served within the past 2 years proving relevant International experience and/ or experience in South Sudan in supply of similar materials. At least one of the contracts shall be of an amount above USD 25,000. Each purchase order/contract shall clearly indicate the type and quantities of items and technical specifications, contract amount, date and customer’s, current contract details for references to be sought. ☒ Written Self-Declaration of not being included in the UN Security Council 1267/1989 list, UN Procurement Division List or other UN Ineligibility List; ☒ Statement of satisfactory performance from 3 clients for similar works ☒ Implementation schedule within 45 days. ☒ Failure to provide all the above-mentioned information may result in the bid being rejected | 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[6] | ☒ 100% upon complete delivery of goods ☐ Others [pls. specify] | Liquidated Damages | 0.5% of contract for every day of delay, up to a maximum duration of 1 calendar month. Thereafter, the contract may be terminated. | Evaluation Criteria [check as many as applicable] | The Preliminary evaluation shall assess bid documentation for compliance with the following - Form for submitting supplier’s quotation – signed
- A Price Schedule completed in accordance with Annex II
- Latest Valid certificate of registration
- Latest Valid Tax Clearance Certificate
- Is the bid in USD or SSP?
- Is the bid validity 90 days?
Technical evaluation shall include the following criteria - Minimum number of years of experience in similar works: 3 years.
- Statement of satisfactory performance from 3 clients for similar works.
- Independently audited financial accounts for the last two years in English. The total average annual turnover over each of the last two years exceeded the amount of USD 25,000 (See section 6.1.2.) UNDP will check the financial accounts to compute the quick ratio (QR). Quick ratio tests the company's financial strength and liquidity by calculating a company’s liquid assets in proportion to its liabilities. Minimum QR should be equal to 1.
- Previous experience: Documentary evidence of a minimum of 3 POs/contracts awarded and served within the past 2 years proving relevant International experience and/ or experience in South Sudan in supply of similar materials. At least one of the contracts shall be of an amount above USD 25, 000. Each purchase order/contract shall clearly indicate the type and quantities of items and technical specifications, contract amount, date and customer’s, current contract details for references to be sought.
- Appropriateness of the Implementation Timetable to Project Schedule within 45 days
- Certification of completion from previous clients for similar works with UN Agencies or UNDP is a mandatory requirement for contractors who have handled previous works for UN Agencies or UNDP.
Financial evaluation - Financial offers of the technically responsive bid(s) shall be compared against the engineering estimates and ranked. The lowest priced technically responsive bid shall be recommended for award.
| 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[7] with call off based on Purchase Order. ☒ Civil Works Contract | Special conditions of Contract | ☒ Cancellation of PO/Contract if the delivery/completion is delayed by 30 days ☒ A site visit will be held on 31 may 2019 at 9:30Am. All bidders shall converge at UNDP Compound. | Conditions for Release of Payment | ☒ Invoice ☒ Works completion certificate issued by UNDP Engineer. | Annexes to this RFQ[8] | ☒ BOQs (Annex I) ☒ Form for Submission of Quotation (Annex II) ☒ General Terms and Conditions / Special Conditions (Annex III). ☐ Others Not applicable 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] | Head of Procurement Unit Procurement.info.ss@undp.org NB: State clearly the RFQ reference number Q-048/19 on the email subject 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/Services 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, Aicha A Cherif Head of Procurement Unit 28 May 2019 [1] Must be linked to INCO Terms chosen. [2]Depends on INCO Terms. The suggestion to use a UNDP preferred courier is only for purposes of familiarity with procedures and documentary requirements applicable to the UNDP when clearing with customs. [3] 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. [4] 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. [5] First 2 items in this list are mandatory for the supply of imported goods [6] 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. [7] Minimum of one (1) year period and may be extended up to a maximum of three (3) years subject to satisfactory performance evaluation [8] Where the information is available in the web, a URL for the information may simply be provided. [9] 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. |