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REQUEST FOR QUOTATION (RFQ)
RFQ Reference: RFQ-025-PHL-2021: LTA for the maintenance and repairs of UNDP vehicles in Metro Manila
Date: 20 May 2021
SECTION 1: REQUEST FOR QUOTATION (RFQ)
UNDP would like to enter into a Long-Term Agreement (LTA) with the entity that can efficiently provide timely and efficient maintenance services to UNDP vehicles as detailed in Annex 1 of this RFQ.
This Request for Quotation comprises the following documents:
Section 1: This request letter
Section 2: RFQ Instructions and Data
Annex 1: Schedule of Requirements
Annex 2: Quotation Submission Form
Annex 3: Technical and Financial Offer
When preparing your quotation, please be guided by the RFQ Instructions and Data. Please note that quotations must be submitted using Annex 2: Quotation Submission Form and Annex 3 Technical and Financial Offer, by the method and by the date and time indicated in Section 2. It is your responsibility to ensure that your quotation is submitted on or before the deadline. Quotations received after the submission deadline, for whatever reason, will not be considered for evaluation.
Thank you and we look forward to receiving your quotations.
Name: ALKA ANEJA
Title: Head, Procurement Unit
Date: 21 May 2021
SECTION 2: RFQ INSTRUCTIONS AND DATA
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
June 11, 2021; 5:00 PM, Manila Time
If any doubt exists as to the time zone in which the quotation should be submitted, refer to http://www.timeanddate.com/worldclock/.
For eTendering submission - as indicated in eTendering system. Note that system time zone is in EST/EDT (New York) time zone.
Method of Submission
Quotations must be submitted as follows:
☒ Dedicated Email Address
Bid submission address: firstname.lastname@example.org
- File Format: PDF Files
- 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: 10MB
- Mandatory subject of email: RFQ-025-PHL-2021: LTA for Vehicle Service Maintenance
- Multiple emails must be clearly identified by indicating in the subject line “email no. X of Y”, and the final “email no. Y of Y.
- It is recommended that the entire Quotation be consolidated into as few attachments as possible.
Detailed instructions on how to submit, modify or cancel a bid in the eTendering system are provided in the eTendering system Bidder User Guide and Instructional videos available on this link: http://www.undp.org/content/undp/en/home/operations/procurement/business/procurement-notices/resources/
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:
☒ 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
☒ Cancellation of PO/Contract if the delivery/completion is delayed by [15 days after issuance of Job Order Request/Purchase Order]
☐ Others [pls. specify]
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 Philippine Peso
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 inclusive of VAT and other applicable indirect the service, if parts are sourced from third party
☒ be exclusive of VAT and other applicable indirect taxes if parts, if parts are supplied directly by the service provider
[according to BIR Ruling No. ITAD-006-19]
Language of quotation
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
☒ Annex 3: Technical and Financial Offer duly completed and signed and in
accordance with the Schedule of Requirements in Annex 1
☒ Company Profile.
☒ 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:
Quotation validity period
Quotations shall remain valid for 90 days from the deadline for the Submission of Quotation.
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.
☒ Not permitted
☒ Not permitted
☒ 100% within 30 days after receipt of goods, works and/or services and submission of payment documentation.
☐Other Click or tap here to enter text.
Conditions for Release of
☒ Written Acceptance of Goods, Services and Works, based on full compliance with the job order/PMS requirements
☐ Others [pls. specify]
Contact Person for correspondence, notifications, and clarifications
E-mail address: email@example.com
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.
Requests for clarification from bidders will not be accepted any later than 9 June 2021. Responses to request for clarification will be communicated by firstname.lastname@example.org through bid bulletin
☐The Contract or Purchase Order will be awarded to the lowest price substantially compliant offer for each item
☒ Other One or more Supplier, depending on the following factors:
Evaluated lowest, 2nd lowest and 3rd lowest compliant and responsive offer that complied with the requirement of the RFQ document.
☒Full compliance with all requirements as specified in Annex 1 (Technical evaluation will be conducted through review of samples received by UNDP)
☒Full acceptance of the General Conditions of Contract
☒Comprehensiveness of after-sales services
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
☒ Contract Face Sheet (Goods and-or Services) (this template is also utilised for Long-Term Agreement) and if an LTA will be signed, specify the document that will trigger the call-off. E.g., PO, etc.)
Expected date for contract award.
18 June 2021
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
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.
ANNEX 1: SCHEDULE OF REQUIREMENTS
Technical Specifications for Goods:
Car-Vehicle Maintenance Provider for UNDP CO
The United Nations Development Programme (UNDP) has five (5) vehicles for official use of all officers, staff, and missions. The roadworthiness of all UNDP vehicles is a top priority to ensure the safety and total mobilization of its fleet. Thus, comprehensive regular maintenance service is necessary, including significant repair works such as engine overhaul, suspension repair, transmission maintenance, body refurbishment, etc.
In this regard, the UNDP is inviting all qualified Vehicle Maintenance providers to submit their LTA proposals according to the scope and requirements.
Scope of Work/Service to be Provided
The winning LTA holders will provide quality service maintenance of the UNDP fleet, and services shall include the following:
- Preventive Maintenance – Change oil, tune-up, brake pads replacement, brake fluid replacement, brake calliper cleaning, rotor disk/ drum hub resurfacing, etc.;
- Auto-mechanical – Engine overhauling, under chassis repairs, transmission maintenance for both MT and AT, and other minor repairs;
- Auto-electrical – all electrical works (subject to inspection/assessment)
- Detailing Services - Car wash, vacuum, interior and exterior detailing, engine wash;
- Automotive Supplies – Light bulb, spark plugs, wiper, air freshener, and other products available;
- Body repair – Damage repair and repaint service (subject to inspection/assessment).
Arrangements - procedures for rendering services
- All work/activities will be under the direction and guidance of the UNDP Administrative Unit.
- Billing/Statement of account shall be every week of the month with a credit line of fewer than 30 days.
Duration of Work:
One (1) year Long Term Agreement (LTA) Contract
- Vehicles to be Maintained:
Qualifications of the Service Provider
- At least three (3) years business operations in car/vehicle maintenance services with a clientele like the UNDP, such as Government Agencies and Corporate Sectors; must be within Metro Manila and/or nearby municipalities.
- Has the facility/ ability to perform a full range of services and technical works related to car maintenance and service repairs.
Delivery date and time
Bidder shall deliver the goods within 30 days after issuance and receive of PO and Contract signature.
Delivery Terms (INCOTERMS 2020)
(must be linked to INCOTERM
Exact Address(es) of Delivery Location(s)
UNDP, 15th Flr. Rockwell Business Center Sheridan, Sheridan Street corner United Street, Brgy. Highway Hills, Mandaluyong City
Distribution of shipping documents (if using freight forwarder)
Packed per size
Training on Operations and Maintenance
After-sales service and local service support requirements
Preferred Mode of Transport
**For full details, please see attached RFQ**