Procurement Notices

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

04 March 2022, 5:00 PM, Timezone: Manila, Philippines

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-025-PHL-2022 Supply and Delivery of Sewing Machines for the Municipality of Del Carmen, Siargao Islands  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.

Special Conditions of Contract

☒ Cancellation of PO/Contract if the delivery/completion is delayed by [15 working Days] any adjustment in the delivery completion, the winning vendor shall submit a letter justification citing the reason/s for such adjustment/s.

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 Philippine Peso (PHP)

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

International 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

☒ Annex 3: Technical and Financial Offer duly completed and signed and in accordance with the Schedule of Requirements in Annex 1

☒ Business permit, Registration Certificate (DTI/SEC)

Quotation validity period

Quotations shall remain valid for Ninety (90) 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

☒ 100% Send bill within 30 days after acceptance of goods and receipt of payment documentation.

Conditions for Release of

Payment

☒ 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 Three (3) days before the submission deadline. Responses to request for clarification will be communicated through procurement.ph@undp.org.

Evaluation method

☒ The Contract or Purchase Order will be awarded to the lowest priced substantially compliant offer (including fastest delivery timelines)

Evaluation criteria

☒Full compliance with all requirements as specified in Annex 1

☒Full acceptance of the General Conditions of Contract

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.

11 March 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.

Item No

Minimum technical requirements

Unit

Quantity

1

Single Needle Lockstitch Machine

(Must be branded and genuine)

•              Application: Light to Medium weight

•              Max sewing speed: 4,500 stiches per minute

•              Maximum stitch length: 5 mm

•              Needle bar stroke: 30.7 mm

•              Lift of the presser foot: 5.5 mm (by hand), 13 mm (by knee)

•              Needle: DBx1(#14) #9-#18

•              Feed dog: 3-row

•              Hook: Automatic lubricating full rotary hook

•              Lubrication: Automatic

•              Lubricating oil: Juki machine oil no. 7 (equivalent to ISO VG7)

•              Weight of the machine: 26 kilos

Unit

3

2

High-speed, Cylinder-bed, Top and Bottom Coverstitch Machine

(Must be branded and genuine)

•              Stitch type: 3-needle top and bottom covering stitch

•              Needle: UY×128GAS #11 (#11~#14)

•              Lift of the pressor foot: 5mm (with top and bottom covering stitch),

8mm (with bottom covering stitch)

•              Stitch pitch adjustment: by push button or by dial

•              Differential feed adjustment: by lever or by screw adjustment

•              Lubrication: automatic

•              Lubricating oil: JUKI Machine Oil (equivalent to ISO VG18)

•              Needle bar stroke converting function: 31.0mm or 33.4mm

•              Silicon oil tank for needle tip and needle thread: provided as standard

•              Cartridge oil filter: provide as standard

•              Power requirement: 3-phase 220V

Unit

3

3

¾ Threads Edging/ Overlock Machine (Must be branded and genuine)

•              Max. sewing speed: 7,000 stitches/min

•              Stitch length: 0.6-3.8 (4.5) mm

•              Needle gauge (mm): 2.0 mm

•              Overedging width (mm): 2.0, 3.0, 4.0

•              Differential feed ratio: For gathering 1:2 (Max. 1:4), For stretching 1:0.7 (Max. 1:0.6)

•              Needle bar stroke: 24.5 mm (60H:27.0mm)

•              Needle: DXx27 (excluding some subclass model)

•              Max. lift of the presser foot: 7mm (excluding some subclass model)

•              Weight of the machine head: 27 kgs

•              Lubrication: Automatic

•              Lubricating oil: JUKI machine oil 18 (equivalent to ISO VG18)

Unit

3

4

Embroidery Machine (Must be branded and genuine)

•              Single head and 10 needles

•              Weight: 45 kilos

•              Maximum embroidery area: 310 x 210 mm

•              Machine size: 600 x 560 x 865 mm, Height with stand: 1626 mm

•              With high-definition true color 7” LCD touch screen

•              Heavy duty steel stand with wheels

•              Maximum speed: 1000 SPM,            Memory capacity: 20 million stitches or 200 designs

•              Machine reads multiple design formats, such as DST, DSB and more,     220” wide angle cap system,                USB inputs or direct transmission from PC via LAN port or wireless (wireless devices to be purchased separately)

•              Networkable, Servo motor, Built-in universal power supply

•              Automatic thread trimmer, Thread break detection, Emergency stop button

•              Recessed USB port to protect USB flash drive, Multiple hoop sizes for variety of embroidery needs, Automatic memory retention

•              Hoops and cap attachments included: 4 different sized hoops – (1) 70 x 50 mm, (1) 110 x 110 mm, (1) 190 x 140 mm, (1) 310 x 210 mmCap attachments – (2) cap rings snap into hoop station to prepare machine for cap embroidery, (1) hoop station provides stability for fast and easy cap hooping, (1) cap driver snaps into embroidery machine’s bracket holder for hoops

•              Inclusion of one-day training (10-15 participants) on the use of the embroidery machine

Unit

1

Delivery Requirements

Delivery date and time

Vendors are encouraged to propose their earliest delivery lead time but not later than 20 calendar days upon the receipt and acceptance of Purchase Order (PO)

Delivery Terms (INCOTERMS 2020)

DPU- Delivery at Place Unloaded

This Incoterm requires that the vendor delivers the goods, unloaded, at the named place.

The Seller covers all the costs of transport (insurance, export fees, carriage, unloading from main carrier at destination port and destination port charges, inland trucking, unloading equipment and personnel) and assumes all risk until arrival at the destination place.

Customs clearance

(must be linked to INCOTERM)

☒ UNDP

If the items are imported, the supplier/bidder should facilitate all importation processes required. As maybe required, bidder may engage a service of a broker to facilitate needed clearances.

UNDP will only provide approval from the Department of Foreign Affairs (DFA) for duty free entry of goods and endorse the same to the Department of Finance (DOF). The Trace number will then be shared with the supplier's broker for follow-up with Department of Finance’s approval. Once DOF approves, supplier's broker shall pull out the imported items. UNDP will provide the supplier's broker with a Certificate of Guarantee and Authorization letter addressed to Bureau of Customs (BOC) prior to broker's pull out of goods and delivery and unloading at the destination

Exact Address(es) of Delivery Location(s)

Municipality of Del Carmen

Municipal Hall, Municipality of Del Carmen, Siargao Islands, Surigao Del Norte, Philippines

Distribution of shipping documents

(if using freight forwarder)

☒ Supplier/bidder

Packing Requirements

Manufacturers Packaging

Training on Operations and Maintenance

One-day training (10-15 participants) on the use of the embroidery machine; schedule to be discussed after contract award

Warranty Period

Minimum 1-year warranty for parts, labor, on-site, and 10 days outright replacement upon acceptance of the items

After-sales service and local service support requirements

Parts and maintenance services must be available in the local market within 5 years after purchasing

Preferred Mode of Transport

Up to supplier