This specific tender is managed via the new supplier portal system of UNDP Quantum. If you are interested in submitting a bid for this tender, you must subscribe following the instructions in the user guide. If you have not registered a profile with this system, you can do so by following the link for Supplier Registration.

If you already have a supplier profile, please access the negotiation using quicklink or please login to the Supplier Portal, then search for the negotiation using the reference number UNDP-YEM-00039, following the instructions in the user guide.

Introduction

Bidders shall adhere to all the requirements of this RFQ, including any amendments made in writing by UNDP. This RFQ is conducted in accordance with the UNDP Programme and Operations Policies and Procedures (POPP) on Contracts and Procurement.

Any Bid submitted will be regarded as an offer by the Bidder and does not constitute or imply the acceptance of the Bid by UNDP. UNDP is under no obligation to award a contract to any Bidder as a result of this RFQ.

UNDP reserves the right to cancel the procurement process at any stage without any liability of any kind for UNDP, upon notice to the bidders or publication of cancellation notice on UNDP website.

 

 

Deadline for the Submission of Quotation

26-Nov-2022 before 04:00am Yemen time

Note: It is the vendor’s responsibility to check the correct deadline in the Quantum portal. 

If any doubt exists as to the time zone in which the quotation should be submitted, refer to http://www.timeanddate.com/worldclock/..

 

Method of Submission

 

Quotations must be submitted as follows:

☒ Quantum ERP system

Quantum negotiation ID: UNDP-YEM-00039

§  File Format: PDF files only

§  File names must be maximum 60 characters long and must not contain any letter or special character other than from Latin alphabet/keyboard.

§  All files must be free of viruses and not corrupted.

§  Max. File Size per transmission: 5MB

§  The bidder should receive an email acknowledging email receipt. 

Detailed instructions on how to submit, modify or cancel a bid in the Quantum system are provided.

 

 

Cost of Preparation of Quotation

 

 UNDP shall not 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.

 

Supplier Code of Conduct, Fraud, Corruption.

 

All prospective suppliers must read the United Nations Supplier Code of Conduct and acknowledge that it provides the minimum standards expected of suppliers to the UN. The Code of Conduct, which includes principles on labour, human rights, environment and ethical conduct may be  found at: https://www.un.org/Depts/ptd/about-us/un-supplier-code-conduct

Moreover, UNDP strictly enforces a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical or unprofessional practices, and obstruction of UNDP vendors and requires all bidders/vendors to observe the highest standard of ethics during the procurement process and contract implementation. UNDP’s Anti-Fraud Policy can be found at http://www.undp.org/content/undp/en/home/operations/accountability/audit/office_of_audit_andinvestigation.html#anti

Gifts and Hospitality

Bidders/vendors shall not offer gifts or hospitality of any kind to UNDP staff members including recreational trips to sporting or cultural events, theme parks or offers of holidays, transportation, or invitations to extravagant lunches, dinners or similar.  In pursuance of this policy, UNDP: (a) Shall reject a bid if it determines that the selected bidder has engaged in any corrupt or fraudulent practices in competing for the contract in question; (b) Shall declare a vendor ineligible, either indefinitely or for a stated period, to be awarded a contract if at any time it determines that the vendor has engaged in any corrupt or fraudulent practices in competing for, or in executing a UNDP contract.

Conflict of Interest

UNDP requires every prospective Supplier 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. Bidders shall strictly avoid conflicts with other assignments or their own interests, and act without consideration for future work. Bidders found to have a conflict of interest shall be disqualified.  

Bidders must disclose in their Bid their knowledge of the following: a) If the owners, part-owners, officers, directors, controlling shareholders, of the bidding entity or key personnel who are family members of UNDP staff involved in the procurement functions and/or the Government of the country or any Implementing Partner receiving goods and/or services under this RFQ.

The eligibility of Bidders that are wholly or partly owned by the Government shall be subject to UNDP’s further evaluation and review of various factors such as being registered, operated and managed as an independent business entity, the extent of Government ownership/share, receipt of subsidies, mandate and access to information in relation to this RFQ, among others. Conditions that may lead to undue advantage against other Bidders may result in the eventual rejection of the Bid.

General Conditions of Contract

Any Purchase Order or contract that will be issued as a result of this RFQ shall be subject to the General Conditions of Contract. Select the applicable GTC:

X General Terms and Conditions / Special Conditions for Contract.

Applicable Terms and Conditions and other provisions are available at UNDP/How-we-buy

Special Conditions of Contract

X Cancellation of PO/Contract if the delivery/completion is delayed by [20 days from the due date]

☐ Others [pls. specify]

 

Eligibility

A vendor who will be engaged by UNDP may not be suspended, debarred, or otherwise identified as ineligible by any UN Organization or the World Bank Group or any other international Organization. Vendors are therefore required to disclose to UNDP whether they are subject to any sanction or temporary suspension imposed by these organizations.  Failure to do so may result in termination of any contract or PO subsequently issued to the vendor by UNDP.

It is the Bidder’s responsibility to ensure that its employees, joint venture members, sub-contractors, service providers, suppliers and/or their employees meet the eligibility requirements as established by UNDP.

Bidders must have the legal capacity to enter a binding contract with UNDP and to deliver in the country, or through an authorized representative.

Currency of Quotation

Quotations shall be quoted in United States Dollar;  OR Yemeni Riyals (YER) at the discretion of the bidder. The contract will be signed in the currency in which bidder has submitted their bid. UNDP will use the UN Operational exchange rate prevalent on the last day of bid closure for the purpose converting the currency for the bid comparison purpose.

Joint Venture, Consortium or Association

If the Bidder is a group of legal entities that will form or have formed a Joint Venture (JV), Consortium or Association for the Bid, they shall confirm in their Bid that : (i) they have designated one party to act as a lead entity, duly vested with authority to legally bind the members of the JV, Consortium or Association jointly and severally, which shall be evidenced by a duly notarized Agreement among the legal entities, and submitted with the Bid; and (ii) if they are awarded the contract, the contract shall be entered into, by and between UNDP and the designated lead entity, who shall be acting for and on behalf of all the member entities comprising the joint venture, Consortium or Association.

Refer to Clauses 19 – 24 under Solicitation policy for details on the applicable provisions on Joint Ventures, Consortium or Association.

Only One Bid

The Bidder (including the Lead Entity on behalf of the individual members of any Joint Venture, Consortium or Association) shall submit only one Bid, either in its own name or, if a joint venture, Consortium or Association, as the lead entity of such Joint Venture, Consortium or Association.

Bids submitted by two (2) or more Bidders shall all be rejected if they are found to have any of the following:

a) they have at least one controlling partner, director or shareholder in common; or b) any one of them receive or have received any direct or indirect subsidy from the other/s; or

b) they have the same legal representative for purposes of this RFQ; or

c) they have a relationship with each other, directly or through common third parties, that puts them in a position to have access to information about, or influence on the Bid of, another Bidder regarding this RFQ process;

d) they are subcontractors to each other’s Bid, or a subcontractor to one Bid also submits another Bid under its name as lead Bidder; or

e) some key personnel proposed to be in the team of one Bidder participates in more than one Bid received for this RFQ process. This condition relating to the personnel, does not apply to subcontractors being included in more than one Bid.

Duties and taxes

Article II, Section 7, of the Convention on the Privileges and Immunities provides, inter alia, that the United Nations, including UNDP as a subsidiary organ of the General Assembly of the United Nations, is exempt from all direct taxes, except charges for public utility services, and is exempt from customs restrictions, duties, and charges of a similar nature in respect of articles imported or exported for its official use. 

All quotations shall be submitted net of any direct taxes and any other taxes and duties, unless otherwise specified below:

All prices must:

☒ be exclusive of VAT and other applicable indirect taxes

 

Language of Quotation

ENGLISH

Including documentation including catalogues, instructions, and operating manuals. 

 

Documents to be Submitted

Bidders shall include the following documents in their quotation:

☒ Annex 2: Quotation Submission Form duly completed and signed & stamped.

☒ Annex 3: Technical and Financial Offer duly completed, signed & stamped and in

                    accordance with the Schedule of Requirements in Annexes.

☒Company Profile which should not exceed fifteen (15) pages.

☒ Valid 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;

 

Quotation Validity Period

Quotations shall remain valid for 60 days from the deadline for the Submission of Quotation.

Price Variation

No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted at any time during the validity of the quotation after the quotation has been received. 

Partial Quotes

☒ NOT Permitted Insert conditions for partial quotes and ensure that the requirements are properly listed in lots to allow partial quotes.

Alternative Quotes

☒ Not Permitted

Payment Terms

☒ 100% within 30 days after receipt of goods, works and/or services and submission of payment documentation.

Conditions for Release of Payment

☒ Passing Inspection

☒ Written Acceptance of goods received note (GRN) based on full compliance with RFQ requirements.

☒ Original invoice

 

Contact Person for correspondence, notifications and clarifications.

E-mail address: procurement.yemen@undp.org

Attention: Quotations shall not be submitted to this address but to the address for quotation submission above. Otherwise, offer shall be disqualified.

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.

 

Clarifications

Requests for clarification from bidders will not be accepted any later than 2 days before the submission deadline. Responses to request for clarification will be communicated in Quantum negotiation portal

Evaluation Method

☒The Purchase Order will be awarded to the lowest price substantially compliant offer

Evaluation Criteria

☒ Technical responsiveness/Full compliance to requirements and lowest price

☒ Full acceptance of the PO/Contract General Terms and Conditions

 

The Quotations, technical and price, will be evaluated at the following stages:

ü  PRELIMINARY EXAMINATION

The Preliminary evaluation shall assess bid documentation for compliance with the following

-          Valid Business registration.

-          Duly Signed/stamped Annex 2 and 3 Bid Submission Form.

ü  TECHNICAL EVALUATION

-          Full compliance of Bid to the Technical Specs

-          Meet the bid validity of 60 days from the deadline for the Submission of Quotation

-          Appropriateness of the delivery schedule, delivery period within 1 month to the targeted location.

ü  FINANCIAL EVALUATION

Financial offers of the technically responsive bid(s) shall be compared against the lowest bid as well as internal cost estimates and ranked. The lowest priced technically responsive bid shall be recommended for contract/PO award.

          

          

Right not to accept any Quotation

 

UNDP is not bound to accept any quotation, nor award a contract or Purchase Order

 

Right to vary requirement at time of award

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.

Type of Contract to be awarded

☒ Purchase Order

Expected date for contract award

15 December 2022

Publication of Contract Award

UNDP will publish the contract awards valued at USD 100,000 and more on the websites of the CO and the corporate UNDP Web site.

Policies and Procedures

This RFQ is conducted in accordance with UNDP Programme and Operations Policies and Procedures

UNGM Registration

Any Contract resulting from this RFQ exercise will be subject to the supplier being registered at the appropriate level on the United Nations Global Marketplace (UNGM) website at www.ungm.org.

The Bidder may still submit a quotation even if not registered with the UNGM, however, if the Bidder is selected for Contract award, the Bidder must register on the UNGM prior to contract signature.

 

SCHEDULE OF REQUIREMENTS

Delivery date and time

15 December 2022

 

Delivery Terms (INCOTERMS 2020)

DDP

Customs clearance (must be linked to INCOTERM)

☒ Supplier

Exact Address(es) of Delivery Location(s)

☒ Please see the exact locations:

Center of La'boos sub-district, Yafe' district.

Packing Requirements

Up to the supplier, the shipment must be free from any damage or else, the damaged portion of the fuel must be replenished by supplier at their own cost, without additional cost to UNDP

Preferred Mode of Transport

Up to the supplier to decide the way of the transport as long as delivery date is met under incoterms.

Documents :

Negotiation Document(s) (Before Accessing other negotiations Document(s), please click on this link)