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UNDP BAHRAIN Co- Solar System
Procurement Process
RFQ - Request for quotation
Office
UNDP-BHR - BAHRAIN
Deadline
14-Oct-23 @ 11:55 PM (New York time)
Published on
23-Aug-23 @ 12:00 AM (New York time)
Reference Number
UNDP-BHR-00013
Contact
Jehan Restam - procurement.bh@undp.org
Introduction
REQUEST FOR QUOTATION (RFQ)
(Goods & Services)
Dear Sir / Madam:
Please take note of the following important deadlines:
1. Confirmation of participation in Pre-bid Site Visit and Bidders Conference: 14 September 2023 (by COB local time)
2. Pre-bid Site Visit: 18th September 2023 – (at 10:00 AM local time)
3. Bidders’ Conference: 20th September 2023 – (at 10:00 AM local time)
4. Request for Clarification: 27th September 2023 (by COB local time)
5. Offer Submission: 4th October 2023 (by COB local time)
United Nations Development Programme
Please take note of the following requirements and conditions pertaining to the supply of the abovementioned good/services:
| Project Title: | UNDP Bahrain CO - Solar System |
| Delivery Terms [INCOTERMS 2020] | ☒DPU |
| Customs clearance[1], if needed, shall be done by: | ☒UNDP |
| Currency of Quotation | ☒United States Dollars |
| All documentations, including catalogues, instructions, and operating manuals, shall be in | ☒ English |
| Mandatory requirements for bid submission: | 1. Pre-bid Site Visit - Site visit shall be conducted at the specified time. 2. Bidders’ Conference |
| Period of Validity of Quotes starting the Submission Date | ☒ 120 days |
| Documents to be submitted | THE FOLLOWING DOCUMENTS SHALL BE INCLUDED IN THE BID SUBMISSION:
1) TECHNICAL OFFER. Bidders are required to provide the following as part of the technical offer, presenting 12 separate attachments: a. Technical description of offer, including comprehensive description and diagrammatical representation of the technical solution offered. b. Datasheets and certificates of the required standards of the main components. c. Bill of Materials (BoM). d. Bidder’s Statement Regarding Deviations/Non-Compliance (as per template provided in Appendix I in the ToR). e. Topics and content to be covered during training. f. Plan for bi-annual maintenance by the local partner, lasting for 3 years. Include the comprehensive details for procedures to be carried out during periodic inspection. g. Details on freight, logistics and installation plan in terms of timelines, delivery time and production time. h. Proposed work plan and approach criteria in relation to the requirements in the terms of reference (TORs). i. Risk assessment and Mitigation plan. j. A detailed profile of the local service provider including documentary evidence of similar services performed by the company.
If the bidder is not a company registered and based in Central African Republic, and a local partner is required, according to section 3.1 of the ToR, the following documents shall be included:
a. Letter signed by both parties confirming relationship between the supplier and local service provider. b. Official documentation stating that the Local Partner is a registered business in the country. c. A detailed profile of the local service provider including documentary evidence of similar services performed by the company.
2) FINANCIAL OFFER. Price and Delivery Schedule Form: Fully completed and duly authorized (see Annex 1, Section 4). |
| Payment Terms | Total Acquisition (PO value without the Maintenance) ☒ 30% upon complete delivery of goods. ☒ 60% upon complete installation and commissioning of the system ☒10% after first 3 months of the total 6 months of stabilization period (as long as the system is stable and operating as expected) Maintenance (starting after the 6-months stabilization period) ☒ ⅓ of maintenance amount at the end of the 1st year ☒ ⅓ of maintenance amount at the end of the 2nd year ☒ ⅓ of maintenance amount at the end of the 3rd year |
| Conditions for Release of Payment - Acquisition | a. 1st installment: 30% of total acquisition cost (PO value without the Maintenance) ☒ Written Acceptance of Goods based on inspection and full compliance with RFQ requirements and specification b. 2nd installment: 60% of total acquisition cost (PO value without the Maintenance) Upon commissioning of the system as per Annex 1, section 3.8.1.7 ☒Submission of Deliverables ☒ Passing Inspection ☒ Complete Installation ☒ Passing all Testing (including UAT) ☒ Completion of Training on Operation and Maintenance and online monitoring. c. 3rd installment: 10% of total acquisition cost (PO value without the Maintenance) ☒ after first 3 months of the total stabilization period |
| Conditions for Release of Payment - Maintenance | a. 1st installment: ⅓ of total maintenance amount ☒ Deliver of 1st and 2nd visit report and checklist b. 2nd installment: ⅓ of total maintenance amount ☒ Deliver of 3rd and 4th visit report and checklist c. 3rd installment: ⅓ of total maintenance amount ☒ Deliver of 5th and 6th visit report and checklist |
[1] Must be linked to INCO Terms chosen. Interested suppliers must submit their offer directly in the system as instructed in the solicitation document, following the instructions in the available user guide. In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in the UNDP website: https://www.undp.org/procurement/business/resources-for-bidders. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.
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[UNDP OFFICE BAHRAIN
PROCUREMENT UNIT]