| Overview : REQUEST FOR QUOTATION (RFQ) NOTE: PLEASE DOWNLOAD THE RFQ DOCUMENT FOR COMPLETE DETAILS Supply, delivery, and Installation of complete hardware components for the REMB Data Warehouse and Management Information System (RIS) and REMB Web Application Portal RFQ Reference: RFQ-092-PHL-2021 | Date: 07 October 2021 |
SECTION 1: REQUEST FOR QUOTATION (RFQ) UNDP kindly requests your quotation for the provision of goods, works, and/or services 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 Annex 4: Format of CV for Key Personnel 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. SECTION 2: RFQ INSTRUCTIONS AND DATA 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 | 21 October 2021, 3:00PM 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/. | Method of Submission | Quotations must be submitted as follows: ☒ Dedicated Email Address Bid submission address: bids.ph@undp.org - File Format: pdf
- 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 email transmission: 10MB
- Mandatory subject of email: RFQ-081-PHL-2021 REMB Hardware
- 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.
| 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 | ☒ UNDP may opt to cancel PO/Contract if the delivery/completion is delayed by 45 days | 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 The bidder must have minimum 5 years of accumulated experience in providing ICT hardware solutions and/or components to public or private institutions. The Supplier must have an authorized service center in the Philippines capable of handling service requests and is duly certified by the manufacturer. The Supplier must submit a duly signed/stamped certification from the manufacturer stating that the availability of parts for the equipment shall be for a period of at least ten years from the date of final acceptance. The Supplier must be the authorized distributor/representative of the manufacturer with local qualified and trained maintenance personnel in the Philippines supported by a certification from the Original Equipment Manufacturer (OEM). The Supplier must have at least two (2) local personnel with the following minimum qualifications: - At least 5 years of technical experience in maintaining, supporting, installing the proposed server brand, equipment, and providing services necessary for the delivery of complete hardware components.
- Must have a certification from manufacturer or distributor to install and support the proposed server brand.
All documents evidencing the above eligibility requirements must be submitted with the bid. | Currency of Quotation | Quotations shall be quoted in Philippine Pesos for local firms, United States Dollars for international firms | 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 direct taxes | Language of quotation | English Including documentation such as 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. ☒ Registration certificate/Business Permit and Tax payment Certification ☒ List and value of projects performed plus client’s contact details who may be contacted for further information on those contracts to demonstrate minimum 5 years of accumulated experience in providing ICT hardware solutions and/or components to public or private institutions. ☒ CVs for the 2 required personnel showing compliance with minimum qualifications and certification from the manufacturer/distributor to install and support the proposed server brand. (Use Annex 4 Format of CV for Key Personnel) ☒ Duly signed/stamped certification from the manufacturer stating that the availability of parts for the equipment shall be for a period of at least ten years from the date of final acceptance. ☒ Manufacturer’s authorization stating that bidder is an authorized distributor/representative of the manufacturer with local qualified and trained maintenance personnel in the Philippines | Quotation validity period | Quotations shall remain valid for 120 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 | Alternative Quotes | ☒ Not permitted | Payment Terms | ☒ See Terms of Reference | Conditions for Release of Payment | ☒ Passing Inspection and Complete Installation ☒ Passing all Testing ☒ Completion of Training on Operation and Maintenance (see TOR) ☒ Written Acceptance of Goods, Services and Works, based on full compliance with RFQ requirements | Contact Person for correspondence, notifications and clarifications | E-mail address: procurement.ph@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 4 working days before the submission deadline. Responses to request for clarification will be communicated though email by 16 September 2021 | Evaluation method | ☒The Contract or Purchase Order will be awarded to the lowest priced substantially compliant offer | Evaluation criteria | ☒Full compliance with all requirements as specified in Annex 1 ☒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 | ☒ Contract Face Sheet (Goods and-or Services) | Expected date for contract award. | 31 October 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 | 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. |
ANNEX 1: SCHEDULE OF REQUIREMENTS/ TERMS OF REFERENCE - Background
The Development for Renewable Energy Applications Mainstreaming and Market Sustainability (DREAMS) Project is a five-year project being implemented by the Department of Energy (DOE) through its Renewable Energy Management Bureau (REMB) in partnership with the Global Environment Facility (GEF) and the United Nations Development Programme (UNDP). The objective of the DREAMS Project is to reduce GHG emissions through the promotion and facilitation of the commercialization of renewable energy (RE) markets and the removal of barriers to increase investments in RE-based power generation projects. This will be achieved through (1) enforcement of a supportive policy and regulatory environment for leveraging investment in RE development and applications at the local level, (2) strengthened institutional capacity that leads to increased RE investment at the local level, (3) capitalized RE market to increased share of RE-based power capacity, and (4) RE commercialization to increase confidence of local RE developers that leads to an enhanced uptake of RE projects and successful replication using proven and emerging RE technologies. The main objective of the procurement of hardware components is to achieve a dynamic and robust information system’s infrastructure for the establishment of the REMB Data Warehouse and Management Information System (RIS) and REMB Web Application Portal. - Stakeholders of the Project
The project will be implemented together with the Renewable Energy Management Bureau, Department of Energy – Information Technology and Management Services Division. - Objective
This activity relates to Component 2 of the DREAMS project. The objective is to strengthen the capacity of the REMB to monitor the status of RE projects and the implementation of the National Renewable Energy Program 2020-2040. To support the project, servers are essential to carrying out the database of all RE projects and protecting sensitive information. Based on the system requirements done for hosting the REMB MIS including future information and knowledge management systems, hardware specified in Section D – ii, are required to be supplied and delivered. - Scope of Work
The Supplier is responsible for the supply, delivery, necessary installation, testing, programming, set-up and configuration services of all hardware deliverables related to the Renewable Energy Management Bureau (REMB) Data Warehouse and Management Information System and REMB Web Application Portal, and to include the cabling necessity for the connectivity. The Supplier shall provide the necessary training support and certification of DOE Administrators/Users, minimum of ten (10) personnel (for installation), in the concepts, administration and maintenance of all hardware components. All components must be covered with warranty of at least two (2) years on parts and services. - Minimum Hardware Requirements
Below are the minimum specifications of the required items to be procured: Quantity | Item | Specifications |
|---|
1 unit | Enterprise Server (1 Main Data Server) | Category: Branded and Brand new Processor: 10 Core Processor or better Type: Rack Mount Memory: At least 32 GB Controller: Embedded 1 GB 4-port Network Adapter, Smart HBA controller, RAID 0/1/5/10/6 SAS Drive Bays: 8 x 3.5" Hot-swap SAS HDD trays (ready for PCI-E storage controller card) Hard Disk: 4 x 300GB SAS HDD (3.5 inch) Hot swappable/hot plug functionality Enterprise performance HDD with at least 10000 rotational speeds. Software: Latest Licensed Windows Operating System Antivirus for server – 1-year subscription Latest software on Relational Database Management System (RDBMS) Power Supply and Fans: 2 x 500watts Power Supply Kit; (hot-swappable) 4 hot plug fans, redundant Warranty: 2 years from the final days of acceptance for parts and services, and at least seven (7) days outright replacement | 2 units | 8 TB HDD | 8 TB, SAS, 3.5”, Can be use 24/7 Enterprise performance HDD with at least 10000 rotational speeds. Supports RAID controller commands Warranty: 2 years from the final days of acceptance for parts and services, and at least seven (7) days outright replacement | 2 units | 42U Cabinet Rack | Rack Size; Height: EIA Standard 19′′ Rack Rails; 42U; closed-type Integrated Features: 8 Ports Integrated keyboard video monitor and mouse (KVM) switch Integrated rack mount 17" (or higher) flat panel (LCD) monitor console kit or better Rack accessories Surge Protector: 1U PDU 8 Outlet Metal Power Strip Surge Protector 250V 10A 2500W with Long Extension Cord or better | 2 units | Rack Mountable UPS | Output Power: 3-kVA/2400W Input Voltage: 110V-240V Output Voltage: 220V AC Typical Recharge: 3 hours or better Typical Backup at Full Load: Battery power backup time should be at least 3 minutes or better Warranty: 2 years from the final days of acceptance for parts and services, and at least seven (7) days outright replacement | 6 units | Mid-level Laptop 2 per Field Office for encoding of RE data | Processor: Intel Core i5-10300H or better Memory: Minimum of 8GB, upgradable up to 32GB Storage: At least 256 GB SSD Display: 15.6”, Full HD 1920 x 1080 Webcam: At least 720p HD Interface Port: At least one (1) USB 3.1 port, At least one (1) USB Type-C port, At least one (1) HDMI port, At least one (1) Ethernet port, At least one (1) 3.5mm Audio combo jack OS: Windows 10 Pro 64 Quality: Branded and Brand new Accessories: AC adapter and power cord, wireless mouse, carrying bag, Software: MS Office 365 (One-time purchase of MS Office that can be installed on PC) Warranty: 2 years from the final days of acceptance for parts and services, and at least seven (7) days outright replacement | 4 units | LED Data Display | Display: Smart LED TV Screen Size: minimum 42 (+10% acceptable) Resolution: Full HD 1920 x 1080 Connectivity: Bluetooth 5.0, Wifi/LAN connections, HDMI & USB, must have built-in technology to enable screen sharing Warranty: 2 years from the final days of acceptance for parts and services, and at least seven (7) days outright replacement | 4 units | LED/LCD Flat Panel TV Wall Mount Wall Bracket | Material: Metal Supported Flat-panel TV sizes: minimum 42” Load Capacity: 55 lbs (25 kg) Complete screws inside box/package | Additional Requirements: - All unit models must be current and not in “end of life”;
- Certification that only certified on-site or network engineers/technicians with valid Supplier’s ID will be provided on-site;
- All components must be branded and should be factory installed with corresponding part number and verifiable via web;
- Guidelines on all levels of authorization and access will be implemented to ensure that only duly permitted users are given right to use;
- The brand must have capacity to provide the Supplier’s central support hotline and email.
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NOTE: PLEASE DOWNLOAD THE RFQ DOCUMENT FOR COMPLETE DETAILS |
