REQUEST FOR QUOTATION (RFQ)

NAME & ADDRESS OF BIDDER	
DATE: May 16, 2022	
	
RFQ/CCTV PAP/2021/006	

Dear Sir / Madam:

We kindly request you to submit your quotation for the Design, Supply and Installation of CCTV at the National Election Commission Compound as detailed in Annex 1 of this RFQ. When preparing your quotation, please be guided by the form attached hereto as Annex 2. UNDP General Terms & Conditions are at Annex 3.

Quotations may be submitted on or before Monday, 23 May 2022 at 12:00 Noon Liberia local time and submitted via
☑E-mail: bids.lr@undp.org and subject  RFQ/CCTV NEC/2022/014

All bidders are encouraged for Site Visit on Thursday 2:00pm May 19, 2022. Please confirm your participation and name of representative in advance for security clearance

Quotations submitted by email must be limited to a maximum of 2MB, virus-free and no more than 3email 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 above mentioned good/s:

Delivery Terms [INCOTERMS 2010]
(Pls. link this to price schedule)	☑DAP	
Customs clearance1, if needed, shall be done by:	N/A	
Exact Address/es of Delivery Location/s (identify all, if multiple)	National Election Commission 
Head office
9th street Sinkor, 
Monrovia, Liberia	

1 Must be linked to INCO Terms chosen.

Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be
rejected by UNDP)	☑ 4 weeks upon issuance of the Purchase Order (PO)	
Delivery Schedule	☑Required	
Mode of Transport	☑LAND	
Preferred
Currency of Quotation2	☑United States Dollars	
Value Added Tax on Price Quotation3 & MCC Fees	☑ Must be exclusive of VAT and other applicable indirect taxes	
Warranty	☑Warranty on goods for one year	
Deadline for the Submission of Quotation	Monday , 23 May 2022 on or before 12:00pm noon Liberia Local Time	
All documentations, including catalogs, instructions and operating manuals, shall be in
this language	☑ English	
Documents to be submitted4	☑ Duly Accomplished Form as provided in Annex 2, and in accordance with the list of requirements in Annex 1;
Latest Business Registration Certificate.
☑ Written Self-Declaration of not being included in the UN Security Council 1267/1989 list, UN Procurement Division List or other UN Ineligibility List;
☑ Company Profile
☑ Client listing for the provision of similar goods provided with contact details, email address for reference check.	
Period of Validity of Quotes starting the Submission Date	☑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	

Payment Terms5	☐	100% upon delivery	
Liquidated Damages	0.5 % of total contract amount for each day of delay and maximum of 30 days after which contract will be terminated.	

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.

Evaluation Criteria	☑ Technical responsiveness/Full compliance to requirements and lowest evaluated price6
☑ Full acceptance of the PO/Contract General Terms and Conditions
☑ Earliest Delivery / Shortest Lead Time7
☑For quality assurance post shipment inspection will be required.	
UNDP will award to:	☑ One vendor	
Type of Contract to be Signed	☑ Purchase Order	
Special conditions of Contract	☑ Cancellation of PO/Contract if the delivery/completion is delayed by one month.
☑Forfeiture of bid security if submitted with the bids	
Conditions for Release of Payment	☑Passing Inspection and Certification of CRC focus point
☑ Written Acceptance of Goods based on full compliance with RFQ requirements by the end user	
Annexes to this RFQ8	☑ 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)9	
Procure.lr@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.

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 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.

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,

Thabani Mabodoko DRR/Operations 16th May 2022

Annex 1
              Technical Specifications

PROVISION OF SETUP & COMMISSIONING OF IP CCTV National Elections Commission

1.0 Background 

The National Elections Commission located on 9th street, is expected to upgrade/strengthen its security system by deploying high resolution IP CCTV cameras. As preparedness to meet the needs for the security setup, it is recommended to install sensitive IP cameras to combat and deter crimes.

The site has existing buildings within the compound. The CCTV system is expected to cover the entire compound, blind spots, and specific locations, as require.  

2.0 Main Objective 

To engage a contractor that will supply, deliver and install high resolution CCTV system using IP cameras. The cameras will cover a wide range as per the security requirements.

3.0 Terms of Reference 

The contractor will be responsible to the setting up, the design and installation of the entire CCTV IP cameras system for the National Election Commission compound.

4.0 Scope of Work /System requirement 

The proposed system shall consist of the following:
•	Up to 64 channel IP cameras to be connected 
•	Supports decoding H.265 +/H.264 +/H.264 video formats
•	Up to 4K high-definition live view, storage and playback
•	Up to 4-ch @1080p decoding capacity
•	Up to 256 Mbps high incoming bandwidth ensures IP cameras can be connected 
•	HDMI and VGA interfaces: both interfaces support independent video output
•	4 or more HDDs (6TB each) for continuous video recording
•	The IP cameras must have motion detect capacity
•	The cameras must be capable of rotating 360
•	The cameras should have night vision capacity

Detailed TOR is as follows: 

a)	Analyze and identify network cabling for the CCTV IP cameras.
 
b)	 Propose a comprehensive CCTV IP cameras system that will combat and deter crimes. 

c)	 Install, Configure and Test active and passive equipment (switches, NVRs, HDD, cameras etc) required for the proposed solution as per requirements of CCTV IP cameras system. 

d)	 Provide 1 year service guarantee after the acceptance test. 

e)	 Support, Train and Knowledge transfer: provide capacity for full in-house support by providing for manufacturer certification training on the CCTV IP cameras system.  
f)	 Accommodate provision for future enhancements and capacity growth with minimum modification and interruption to the current CCTV IP cameras system layout and design. 

g)	Install HD(high definition) IP CCTV camera system for security purpose. 

Please provide your unit and total cost breakdown based on the above requirements. Evaluation of the quotes will be based on the technical expertise/experience of both the company and their personnel and also the cost. 

Kindly provide CVs of the personnel that will work on this project. 

The contract will be awarded to the lowest cost amongst the technically qualified bidders. 

Delivery Period:. Please specify your delivery period, and note that delay will incur a penalty. 

Please mention your specifications and ensure that your specifications correspond to the specifications on the RFQ document. There should not be any changes in specification after award of contract. 

The National Elections Commission reserves the right to reject any or all bids received to this 
Request for Quotation (RFQ) and also the right to split awards for any of the items and place separate or multiple orders. 

CONDITIONS 

Expected Delivery Date 

1 month from receipt of Purchase. 

Supplier to specify his/her delivery date. Nature and Quantity of the 
goods: 

All bidders are encouraged for Site Visit on Wednesday 2;00pm May 18, 2021. Please confirm your participation and name of representative in advance for security clearance

*Pls. attach delivery schedule, if relevant, and cluster by lot, if partial bids will be allowed. Specify delivery locations if goods multiple destinations.

Thabani Mabodoko DRR/ Operations 
16 May 2022

Annex 2

FORM FOR SUBMITTING SUPPLIER’S QUOTATION10
(This Form must be submitted only using the Supplier’s Official Letterhead/Stationery11)

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 RFQ/CCTV NEC/2022/014

TABLE 1 : Offer to Supply Goods Compliant with Technical Specifications and Requirements

Item No.	
Description/Specification of Goods	
Quantity	
Unit Price	
Total Price per Item	
1	Panoramic 4MP DS-2CD2142FWD-1 HD WDR IP Network Dome 2.8mm Lens	 10			
2	NVR 32CH UP to 4K HDMI OHDD	 2			
3	Pan Tilt Zoom (PTZ) cameras: 10” SMP High speed 18 x zoom, 5 to 96mm lens up to 250metre	 10			
4	Dome Cameras: 5MP, 5 x Zoom 2.7mm to 13.5 Mechanical lens	 10			
5	RJ-45	 2pk			
6	Cable Tie	 2pk			
7	Fixed bullet cameras: 5MP, 2.8mm to 12mm vari focal motorized lens	 5			
8	DS-3E0318P-E 16 Port 10/100 Mb/s PoE Compliant Unmanaged Network switch	 6			
9	MCS	 1			
10	QLED 65-inch smart TV for monitoring	 2			
11	Installation/Labor cost	 1			

10 This serves as a guide to the Supplier in preparing the quotation and price schedule.
11 Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for verification purposes

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 / duration of work upon
issuance of purchase order 6 weeks after issuance of PO days				
Provide list of equipment required for the job as
described in the technical requirement				
Warranty on all equipment supplied / one- year				
Validity of Quotation 120 days				
After service support 1 year for routine
Maintenance only				
All Provisions of the UNDP General Terms and
Conditions				
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  	

Annex 3

General Terms and Conditions

1.	ACCEPTANCE OF THE PURCHASE ORDER

This Purchase Order may only be accepted by the Supplier's signing and returning an acknowledgement copy of it or by timely delivery of the goods in accordance with the terms of this Purchase Order, as herein specified. Acceptance of this Purchase Order shall effect a contract between the Parties under which the rights and obligations of the Parties shall be governed solely by the terms and conditions of this Purchase Order, including these General Conditions. No additional or inconsistent provisions proposed by the Supplier shall bind UNDP unless agreed to in writing by a duly authorized official of UNDP.

2.	PAYMENT

2.1	UNDP shall, on fulfillment of the Delivery Terms, unless otherwise provided in this Purchase Order, make payment within 30 days of receipt of the Supplier's invoice for the goods and copies of the shipping documents specified in this Purchase Order.
2.2		Payment against the invoice referred to above will reflect any discount shown under the payment terms of this Purchase Order, provided payment is made within the period required by such payment terms.
2.3	Unless authorized by UNDP, the Supplier shall submit one invoice in respect of this Purchase Order, and such invoice must indicate the Purchase Order's identification number.
2.4	The prices shown in this Purchase Order may not be increased except by express written agreement of UNDP.

3.	TAX EXEMPTION

3.1	Section 7 of the Convention on the Privileges and Immunities of the United Nations provides, inter alia, that the United Nations, including its subsidiary organs, is exempt from all direct taxes, except charges for utilities services, and is exempt from customs duties and charges of a similar nature in respect of articles imported or exported for its official use. In the event any governmental authority refuses to recognize UNDP's exemption from such taxes, duties or charges, the Supplier shall immediately consult with UNDP to determine a mutually acceptable procedure.

3.2	Accordingly, the Supplier authorizes UNDP to deduct from the Supplier's invoice any amount representing such taxes, duties or charges, unless the Supplier has consulted with UNDP before the payment thereof and UNDP has, in each instance, specifically authorized the Supplier to pay such taxes, duties or charges under protest. In that event, the Supplier shall provide UNDP with written evidence that payment of such taxes, duties or charges has been made and appropriately authorized.

4.	RISK OF LOSS

Risk of loss, damage to or destruction of the goods shall be governed in accordance with Incoterms 2010, unless otherwise agreed upon by the Parties on the front side of this Purchase Order.

5.	EXPORT LICENCES

Notwithstanding any INCOTERM 2010 used in this Purchase Order, the Supplier shall obtain any export licences required for the goods.

6.	FITNESS OF GOODS/PACKAGING

The Supplier warrants that the goods, including packaging, conform to the specifications for the goods ordered under this Purchase Order and are fit for the purposes for which such goods are ordinarily used and for purposes expressly made known to the Supplier by UNDP, and are free from defects in workmanship and materials. The Supplier also warrants that the goods are contained or packaged adequately to protect the goods.

7.	INSPECTION

7.1	UNDP shall have a reasonable time after delivery of the goods to inspect them and to reject and refuse acceptance of goods not conforming to this Purchase Order; payment for goods pursuant to this Purchase Order shall not be deemed an acceptance of the goods.

7.2	Inspection prior to shipment does not relieve the Supplier from any of its contractual obligations.

8.	INTELLECTUAL PROPERTY INFRINGEMENT

The Supplier warrants that the use or supply by UNDP of the goods sold under this Purchase Order does not infringe any patent, design, trade-name or trade-mark. In addition, the Supplier shall, pursuant to this warranty, indemnify, defend and hold UNDP and the United Nations harmless from any actions or claims brought against UNDP or the United Nations pertaining to the alleged infringement of a patent, design, trade-name or trade- mark arising in connection with the goods sold under this Purchase Order.

9.	RIGHTS OF UNDP

In case of failure by the Supplier to fulfil its obligations under the terms and conditions of this Purchase Order, including but not limited to failure to obtain necessary export licences, or to make delivery of all or part of the goods by the agreed delivery date or dates, UNDP may, after giving the Supplier reasonable notice to perform and without prejudice to any other rights or remedies, exercise one or more of the following rights:

9.1	Procure all or part of the goods from other sources, in which event UNDP may hold the Supplier responsible for any excess cost occasioned thereby.
9.2	Refuse to accept delivery of all or part of the goods.
9.3	Cancel this Purchase Order without any liability for termination charges or any other liability of any kind of UNDP.

10.	LATE DELIVERY

Without limiting any other rights or obligations of the parties hereunder, if the Supplier will be unable to deliver the goods by the delivery date(s) stipulated in this Purchase Order, the Supplier shall (i) immediately consult with UNDP to determine the most expeditious means for delivering the goods and (ii) use an expedited means of delivery, at the Supplier's cost (unless the delay is due to Force Majeure), if reasonably so requested by UNDP.

11.	ASSIGNMENT AND INSOLVENCY

11.1.	The Supplier shall not, except after obtaining the written consent of UNDP, assign, transfer, pledge or make other disposition of this Purchase Order, or any part thereof, or any of the Supplier's rights or obligations under this Purchase Order.
11.2.		Should the Supplier become insolvent or should control of the Supplier change by virtue of insolvency, UNDP may, without prejudice to any other rights or remedies, immediately terminate this Purchase Order by giving the Supplier written notice of termination.

12.	USE OF UNDP OR UNITED NATIONS NAME OR EMBLEM

The Supplier shall not use the name, emblem or official seal of UNDP or the United Nations for any purpose.

13.	PROHIBITION ON ADVERTISING

The Supplier shall not advertise or otherwise make public that it is furnishing goods or services to UNDP without specific permission of UNDP in each instance.

14.	CHILD LABOUR

The Supplier represents and warrants that neither it nor any of its affiliates is engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child, including Article 32 thereof, which, inter alia, requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere with the child's education, or to be harmful to the child's health or physical, mental, spiritual, moral or social development.

Any breach of this representation and warranty shall entitle UNDP to terminate this Purchase Order immediately upon notice to the Supplier, without any liability for termination charges or any other liability of any kind of UNDP.

15.	MINES

The Supplier represents and warrants that neither it nor any of its affiliates is actively and directly engaged in patent activities, development, assembly, production, trade or manufacture of mines or in such activities in respect of components primarily utilized in the manufacture of Mines. The term "Mines" means those devices defined in Article 2, Paragraphs 1, 4 and 5 of Protocol II annexed to the Convention on Prohibitions and Restrictions on the Use of Certain Conventional Weapons Which May Be Deemed to Be Excessively Injurious or to Have Indiscriminate Effects of 1980.

Any breach of this representation and warranty shall entitle UNDP to terminate this Purchase Order immediately upon notice to the Supplier, without any liability for termination charges or any other liability of any kind of UNDP.

16.	SETTLEMENT OF DISPUTES

16.1	Amicable Settlement. The Parties shall use their best efforts to settle amicably any dispute, controversy or claim arising out of, or relating to this Purchase Order or the breach, termination or invalidity thereof. Where the Parties wish to seek such an amicable settlement through conciliation, the conciliation shall take place in accordance with the UNCITRAL Conciliation Rules then obtaining, or according to such other procedure as may be agreed between the Parties.

16.2	Arbitration. Unless, any such dispute, controversy or claim between the Parties arising out of or relating to this Purchase Order or the breach, termination or invalidity thereof is settled amicably under the preceding paragraph of this Section within sixty (60) days after receipt by one Party of the other Party's request for such amicable settlement, such dispute, controversy or claim shall be referred by either Party to arbitration in accordance with the UNCITRAL Arbitration Rules then obtaining, including its provisions on applicable law. The arbitral tribunal shall have no authority to award punitive damages. The Parties shall be bound by any arbitration award rendered as a result of such arbitration as the final adjudication of any such controversy, claim or dispute.

17.	PRIVILEGES AND IMMUNITIES

Nothing in or related to these General Terms and Conditions or this Purchase Order shall be deemed a waiver of any of the privileges and immunities of the United Nations, including its subsidiary organs.

18.	SEXUAL EXPLOITATION:

18.1	The Contractor shall take all appropriate measures to prevent sexual exploitation or abuse of anyone by it or by any of its employees or any other persons who may be engaged by the Contractor to perform any services under the Contract. For these purposes, sexual activity with any person less than eighteen years of age, regardless of any laws relating to consent, shall constitute the sexual exploitation and abuse of such person. In addition, the Contractor shall refrain from, and shall take all appropriate measures to prohibit its employees or other persons engaged by it from, exchanging any money, goods, services, offers of employment or other things of value, for sexual favors or activities, or from engaging in any sexual activities that are exploitive or degrading to any person. The Contractor acknowledges and agrees that the provisions hereof constitute an essential term of the Contract and that any breach of this representation and warranty shall entitle UNDP to terminate the Contract immediately upon notice to the Contractor, without any liability for termination charges or any other liability of any kind.

18.2	UNDP shall not apply the foregoing standard relating to age in any case in which the Contractor’s personnel or any other person who may be engaged by the Contractor to perform any services under the Contract is married to the person less than the age of eighteen years with whom sexual activity has occurred and in which such marriage is recognized as valid under the laws of the country of citizenship of such Contractor’s personnel or such other person who may be engaged by the Contractor to perform any services under the Contract.

19.0	OFFICIALS NOT TO BENEFIT:

The Contractor warrants that no official of UNDP or the United Nations has received or will be offered by the Contractor any direct or indirect benefit arising from this Contract or the award thereof. The Contractor agrees that breach of this provision is a breach of an essential term of this Contract.

20.	AUTHORITY TO MODIFY:

Pursuant to the Financial Regulations and Rules of UNDP, only the UNDP Authorized Official possess the authority to agree on behalf of UNDP to any modification of or change in this Agreement, to a waiver of any of its provisions or to any additional contractual relationship of any kind with the Contractor. Accordingly, no modification or change in this Contract shall be valid and enforceable against UNDP unless provided by an amendment to this Agreement signed by the Contractor and jointly by the UNDP Authorized Official.

Quotations submitted by email must be limited to a maximum of 2MB, virus-free and no more than 3email 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 above mentioned good/s:

Delivery Terms [INCOTERMS 2010]
(Pls. link this to price schedule)	☑DAP	
Customs clearance12, if needed, shall be done by:	N/A	
Exact Address/es of Delivery Location/s (identify all, if multiple)	UNDP Logistic Pan African Plaza Building 1st Street, opposite Monrovia City Hall Monrovia, Liberia	
Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be
rejected by UNDP)	☑ 2 weeks working days upon issuance of the Purchase Order (PO)	
Delivery Schedule	☑Required	
Mode of Transport	☑LAND	
Preferred
Currency of Quotation13	☑United States Dollars	
Value Added Tax on Price Quotation14 & MCC Fees	☑ Must be exclusive of VAT and other applicable indirect taxes	
Warranty	☑Warranty on goods for one year	
Deadline for the Submission of Quotation	Monday, 23 May 2022 at 12:00 Noon	
All documentations, including catalogs, instructions and operating manuals, shall be in
this language	☑ English	
Documents to be submitted15	☑ Duly Accomplished Form as provided in Annex 2, and in accordance with the list of requirements in Annex 1;
Latest Business Registration Certificate.
☑ Written Self-Declaration of not being included in the UN Security Council 1267/1989 list, UN Procurement Division List or other UN Ineligibility List;
☑ Company Profile
☑ Client listing for the provision of similar goods provided with contact details, email address for reference check.	
Period of Validity of Quotes starting the Submission Date	☑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	

12 Must be linked to INCO Terms chosen.
13 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.
14 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.
15 First 2 items in this list are mandatory for the supply of imported goods

Payment Terms16	☐	100% upon delivery	
Liquidated Damages	0.5 % of total contract amount for each day of delay and maximum of 30
days after which contract will be terminated.	
Evaluation Criteria	☑ Technical responsiveness/Full compliance to requirements and lowest evaluated price17
☑ Full acceptance of the PO/Contract General Terms and Conditions
☑ Earliest Delivery / Shortest Lead Time18
☑For quality assurance post shipment inspection will be required.	
UNDP will award to:	☑ One vendor	
Type of Contract to be Signed	☑ Purchase Order/ Professional Contract	
Special conditions of Contract	☑ Cancellation of PO/Contract if the delivery/completion is delayed by one month.
☑Forfeiture of bid security if submitted with the bids	
Conditions for Release of Payment	☑Passing Inspection and Certification of CRC focus point
☑ Written Acceptance of Goods based on full compliance with RFQ requirements by the end user	
Annexes to this RFQ19	☑ 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)20	
Procure.lr@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.

16 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.
17 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.
18 This shall be used for time-critical and/or exigent requirements (e.g., post-crisis emergencies, elections, etc.).
19 Where the information is available in the web, a URL for the information may simply be provided.
20 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.

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,

Thabani Mabodoko
DRR/ Operations
                                                                                                                             16 May 2022

Annex 1
Technical Specifications
PROVISION OF SETUP & COMMISSIONING OF IP CCTV System at the ONE UN House

1.0 Background

The ONE UN House located on 1st street, in the PAP Compound is expected to upgrade/strengthen its security system by deploying high resolution IP CCTV cameras. The UNCT has given the go ahead for this major upgrade. As preparedness to meet the needs for the security setup, it is recommended to install sensitive IP cameras to combat and deter crimes.

The site is an existing eight floors building with two apartments. The CCTV system is expected to cover each floor, blind spots, specific locations, the compound etc.

2.0 Main Objective

To engage a contractor that will supply, deliver and install high resolution CCTV system using IP cameras. The cameras will cover a wide range as per the security requirements.

3.0 Terms of Reference

The contractor will be responsible to the, the design , setting up and installation of the entire CCTV IP cameras system for the PAP compound.

4.0	Scope of Work /System requirement

The proposed system shall consist of the following:
•	Up to 32 channel IP cameras to be connected
•	Supports decoding H.265 +/H.264 +/H.264 video formats
•	Up to 4K high definition live view, storage and playback
•	Up to 4-ch @1080p decoding capacity
•	Up to 256 Mbps high incoming bandwidth ensures IP cameras can be connected
•	1 HDMI and VGA interfaces: both interfaces support independent video output
•	4 or more HDDs (6TB each) for continuous video recording
•	The IP cameras must have motion detect capacity
•	The cameras must be capable of rotating 360
•	The cameras should have night vision capacity

Detailed TOR is as follows:

k)	Analyze and identify network cabling for the CCTV IP cameras.

l)	Propose a comprehensive CCTV IP cameras system that will combat and deter crimes.

m)		Install, Configure and Test active and passive equipment (switches, NVRs, HDD, cameras etc) required for the proposed solution as per requirements of CCTV IP cameras system.

n)	Licensed on all equipment and software supplied

o)	Provide 1-year warranty on all products supplies

p)	One year after sales service to including the below:

c.	One-year routine maintenance on all equipment (resetting of camera, technical support etc). In an event of factory fault being established, supplier to replace parts.
d.	In an event of damage not related to factory fault, the vendor will be contacted to conduct an assessment and advise and provide cost for repairs. Corrective maintenance cost not included in After sales service Project will be taken on by the Project)

q)		Support, Train and Knowledge transfer: provide capacity for full in-house support by providing for manufacturer certification training on the CCTV IP cameras system.
r)		Accommodate provision for future enhancements and capacity growth with minimum modification and interruption to the current CCTV IP cameras system layout and design.

s)	Install HD (high definition) IP CCTV camera system for security purpose.

t)
Preliminary Requirements:
Valid Business reg Valid Tax clearance Company Profile
Client listing for the provision of similar goods provided with contact details, email address for reference check
Technical qualification:
Firm must submit a design methodology and workplan with clear Timelines for each activity
Firm must have minimum five years’ experience in the installation of CCTV camera system, how experienced and knowledgeable. Provide client listing
Personnel should have proven record working with CCTV IP Security System. Provide CVs of two main project staffs
Provide price of all equipment and include labor cost

Kindly provide CVs of the personnel that will work on this project.

The contract will be awarded to the lowest cost amongst the technically qualified bidders.

Delivery Period: Within 6 weeks earlier work schedule is an advantage. Please specify your delivery period,

All bidders are encouraged for Site Visit on Thursday 2;00pm January 28, 2021

*Pls. attach delivery schedule, if relevant, and cluster by lot, if partial bids will be allowed. Specify delivery locations if goods multiple destinations.
Thabani Mabodoko,

 								DRR/Operations 
16 May 2022

Annex 2

FORM FOR SUBMITTING SUPPLIER’S QUOTATION21
(This Form must be submitted only using the Supplier’s Official Letterhead/Stationery22)

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 RFQ/CCTV NEC/2022/014

TABLE 1: Offer to Supply Goods Compliant with Technical Specifications and Requirements

Item No.	
Description/Specification of Goods	
Quantity	
Unit Price	
Total Price per Item	
1	Up to 32 channel IP cameras to be connected

The IP cameras must have motion detect capacity The cameras must be capable of rotating 360
The cameras should have night vision capacity
Supports decoding H.265 +/H.264 +/H.264 video formats	32 Channels			
2	1 HDMI and VGA interfaces: both interfaces support independent video output				
3	4 or more HDDs (6TB each) for continuous video recording				
4	Installation/ labor cost				

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 / duration of work upon				

21 This serves as a guide to the Supplier in preparing the quotation and price schedule.
22 Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for verification purposes

issuance of purchase order 6 weeks				
Estimated weight/volume/dimension of the Consignment:				
Warranty / one- year				
Validity of Quotation 120 days				
After service support 1 year				
All Provisions of the UNDP General Terms and Conditions				
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  	

Annex 3

General Terms and Conditions

1.	ACCEPTANCE OF THE PURCHASE ORDER

This Purchase Order may only be accepted by the Supplier's signing and returning an acknowledgement copy of it or by timely delivery of the goods in accordance with the terms of this Purchase Order, as herein specified.

Acceptance of this Purchase Order shall effect a contract between the Parties under which the rights and obligations of the Parties shall be governed solely by the terms and conditions of this Purchase Order, including these General Conditions. No additional or inconsistent provisions proposed by the Supplier shall bind UNDP unless agreed to in writing by a duly authorized official of UNDP.

2.	PAYMENT

2.5	UNDP shall, on fulfillment of the Delivery Terms, unless otherwise provided in this Purchase Order, make payment within 30 days of receipt of the Supplier's invoice for the goods and copies of the shipping documents specified in this Purchase Order.
2.6		Payment against the invoice referred to above will reflect any discount shown under the payment terms of this Purchase Order, provided payment is made within the period required by such payment terms.
2.7	Unless authorized by UNDP, the Supplier shall submit one invoice in respect of this Purchase Order, and such invoice must indicate the Purchase Order's identification number.
2.8	The prices shown in this Purchase Order may not be increased except by express written agreement of UNDP.

3.	TAX EXEMPTION

3.1	Section 7 of the Convention on the Privileges and Immunities of the United Nations provides, inter alia, that the United Nations, including its subsidiary organs, is exempt from all direct taxes, except charges for utilities services, and is exempt from customs duties and charges of a similar nature in respect of articles imported or exported for its official use. In the event any governmental authority refuses to recognize UNDP's exemption from such taxes, duties or charges, the Supplier shall immediately consult with UNDP to determine a mutually acceptable procedure.

3.2	Accordingly, the Supplier authorizes UNDP to deduct from the Supplier's invoice any amount representing such taxes, duties or charges, unless the Supplier has consulted with UNDP before the payment thereof and UNDP has, in each instance, specifically authorized the Supplier to pay such taxes, duties or charges under protest. In that event, the Supplier shall provide UNDP with written evidence that payment of such taxes, duties or charges has been made and appropriately authorized.

4.	RISK OF LOSS

Risk of loss, damage to or destruction of the goods shall be governed in accordance with Incoterms 2010, unless otherwise agreed upon by the Parties on the front side of this Purchase Order.

5.	EXPORT LICENCES

Notwithstanding any INCOTERM 2010 used in this Purchase Order, the Supplier shall obtain any export licences required for the goods.

6.	FITNESS OF GOODS/PACKAGING

The Supplier warrants that the goods, including packaging, conform to the specifications for the goods ordered under this Purchase Order and are fit for the purposes for which such goods are ordinarily used and for purposes expressly made known to the Supplier by UNDP, and are free from defects in workmanship and materials. The Supplier also warrants that the goods are contained or packaged adequately to protect the goods.

7.	INSPECTION

7.1	UNDP shall have a reasonable time after delivery of the goods to inspect them and to reject and refuse acceptance of goods not conforming to this Purchase Order; payment for goods pursuant to this Purchase Order shall not be deemed an acceptance of the goods.

7.2	Inspection prior to shipment does not relieve the Supplier from any of its contractual obligations.

8.	INTELLECTUAL PROPERTY INFRINGEMENT

The Supplier warrants that the use or supply by UNDP of the goods sold under this Purchase Order does not infringe any patent, design, trade-name or trade-mark. In addition, the Supplier shall, pursuant to this warranty, indemnify, defend and hold UNDP and the United Nations harmless from any actions or claims brought against UNDP or the United Nations pertaining to the alleged infringement of a patent, design, trade-name or trade- mark arising in connection with the goods sold under this Purchase Order.

9.	RIGHTS OF UNDP

In case of failure by the Supplier to fulfil its obligations under the terms and conditions of this Purchase Order, including but not limited to failure to obtain necessary export licences, or to make delivery of all or part of the goods by the agreed delivery date or dates, UNDP may, after giving the Supplier reasonable notice to perform and without prejudice to any other rights or remedies, exercise one or more of the following rights:

9.4	Procure all or part of the goods from other sources, in which event UNDP may hold the Supplier responsible for any excess cost occasioned thereby.
9.5	Refuse to accept delivery of all or part of the goods.
9.6	Cancel this Purchase Order without any liability for termination charges or any other liability of any kind of UNDP.

10.	LATE DELIVERY

Without limiting any other rights or obligations of the parties hereunder, if the Supplier will be unable to deliver the goods by the delivery date(s) stipulated in this Purchase Order, the Supplier shall (i) immediately consult with UNDP to determine the most expeditious means for delivering the goods and (ii) use an expedited means of delivery, at the Supplier's cost (unless the delay is due to Force Majeure), if reasonably so requested by UNDP.

11.	ASSIGNMENT AND INSOLVENCY

11.3.	The Supplier shall not, except after obtaining the written consent of UNDP, assign, transfer, pledge or make other disposition of this Purchase Order, or any part thereof, or any of the Supplier's rights or obligations under this Purchase Order.
11.4.		Should the Supplier become insolvent or should control of the Supplier change by virtue of insolvency, UNDP may, without prejudice to any other rights or remedies, immediately terminate this Purchase Order by giving the Supplier written notice of termination.

12.	USE OF UNDP OR UNITED NATIONS NAME OR EMBLEM

The Supplier shall not use the name, emblem or official seal of UNDP or the United Nations for any purpose.

13.	PROHIBITION ON ADVERTISING

The Supplier shall not advertise or otherwise make public that it is furnishing goods or services to UNDP without specific permission of UNDP in each instance.

14.	CHILD LABOUR

The Supplier represents and warrants that neither it nor any of its affiliates is engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child, including Article 32 thereof, which, inter alia, requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere with the child's education, or to be harmful to the child's health or physical, mental, spiritual, moral or social development.

Any breach of this representation and warranty shall entitle UNDP to terminate this Purchase Order immediately upon notice to the Supplier, without any liability for termination charges or any other liability of any kind of UNDP.

15.	MINES

The Supplier represents and warrants that neither it nor any of its affiliates is actively and directly engaged in patent activities, development, assembly, production, trade or manufacture of mines or in such activities in respect of components primarily utilized in the manufacture of Mines. The term "Mines" means those devices defined in Article 2, Paragraphs 1, 4 and 5 of Protocol II annexed to the Convention on Prohibitions and Restrictions on the Use of Certain Conventional Weapons Which May Be Deemed to Be Excessively Injurious or to Have Indiscriminate Effects of 1980.

Any breach of this representation and warranty shall entitle UNDP to terminate this Purchase Order immediately upon notice to the Supplier, without any liability for termination charges or any other liability of any kind of UNDP.

16.	SETTLEMENT OF DISPUTES

16.1	Amicable Settlement. The Parties shall use their best efforts to settle amicably any dispute, controversy or claim arising out of, or relating to this Purchase Order or the breach, termination or invalidity thereof. Where the Parties wish to seek such an amicable settlement through conciliation, the conciliation shall take place in accordance with the UNCITRAL Conciliation Rules then obtaining, or according to such other procedure as may be agreed between the Parties.

16.2	Arbitration. Unless, any such dispute, controversy or claim between the Parties arising out of or relating to this Purchase Order or the breach, termination or invalidity thereof is settled amicably under the preceding paragraph of this Section within sixty (60) days after receipt by one Party of the other Party's request for such amicable settlement, such dispute, controversy or claim shall be referred by either Party to arbitration in accordance with the UNCITRAL Arbitration Rules then obtaining, including its provisions on applicable law. The arbitral tribunal shall have no authority to award punitive damages. The Parties shall be bound by any arbitration award rendered as a result of such arbitration as the final adjudication of any such controversy, claim or dispute.

17.	PRIVILEGES AND IMMUNITIES

Nothing in or related to these General Terms and Conditions or this Purchase Order shall be deemed a waiver of any of the privileges and immunities of the United Nations, including its subsidiary organs.

18.	SEXUAL EXPLOITATION:

18.1	The Contractor shall take all appropriate measures to prevent sexual exploitation or abuse of anyone by it or by any of its employees or any other persons who may be engaged by the Contractor to perform any services under the Contract. For these purposes, sexual activity with any person less than eighteen years of age, regardless of any laws relating to consent, shall constitute the sexual exploitation and abuse of such person. In addition, the Contractor shall refrain from, and shall take all appropriate measures to prohibit its employees or other persons engaged by it from, exchanging any money, goods, services, offers of employment or other things of value, for sexual favors or activities, or from engaging in any sexual activities that are exploitive or degrading to any person. The Contractor acknowledges and agrees that the provisions hereof constitute an essential term of the Contract and that any breach of this representation and warranty shall entitle UNDP to terminate the Contract immediately upon notice to the Contractor, without any liability for termination charges or any other liability of any kind.

18.2	UNDP shall not apply the foregoing standard relating to age in any case in which the Contractor’s personnel or any other person who may be engaged by the Contractor to perform any services under the Contract is married to the person less than the age of eighteen years with whom sexual activity has occurred and in which such marriage is recognized as valid under the laws of the country of citizenship of such Contractor’s personnel or such other person who may be engaged by the Contractor to perform any services under the Contract.

20.0	OFFICIALS NOT TO BENEFIT:

The Contractor warrants that no official of UNDP or the United Nations has received or will be offered by the Contractor any direct or indirect benefit arising from this Contract or the award thereof. The Contractor agrees that breach of this provision is a breach of an essential term of this Contract.

20.	AUTHORITY TO MODIFY:

Pursuant to the Financial Regulations and Rules of UNDP, only the UNDP Authorized Official possess the authority to agree on behalf of UNDP to any modification of or change in this Agreement, to a waiver of any of its provisions or to any additional contractual relationship of any kind with the Contractor. Accordingly, no modification or change in this Contract shall be valid and enforceable against UNDP unless provided by an amendment to this Agreement signed by the Contractor and jointly by the UNDP Authorized Official.