Overview : SECTION 1: REQUEST FOR QUOTATION (RFQ) UNDP kindly requests your quotation for the provision of Removal, Supply, Fitting and Fixing of Floor Carpeting tiles for UNDP Papua New Guinea Office 14th Floor, Kina Bank House, Port Moresby for the total nettable space of 925 sq.m2 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: Design and Schedule 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, Annex 3 Technical and Financial Offer and Annex 4 Design and Schedule, 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 to be submitted on or before 26th October 2022 via email address: procurement.png@undp.org 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 | 26th October 2022, Time: 17:00hrs PM (PNG 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: procurement.png@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 transmission: 10GB
- Mandatory subject of email: RFQ/PNG/022-2022 - Supply, Fitting and Fixing of Floor Carpeting tiles for UNDP Papua New Guinea Office 14th Floor, Kina Bank House, Port Moresby.
- 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.
- The bidder should receive an email acknowledging email receipt.
| 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. ☐ General Terms and Conditions for de minimis contracts (services only, less than $50,000) ☐ General Terms and Conditions for Works 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 10 days ☒ Poor quality/unacceptable delivery and failure to do necessary corrections/replacements as requested by UNDP will result in cancellation of the PO | 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 ultimate beneficial owners, 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. All bidders are expected to inspect the floor space for precise planning of scope of works. | Currency of Quotation | Quotations shall be quoted in Local Currency: PGK (Papua New Guinea Kina) | 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 taxes ☐ be exclusive of VAT and other applicable indirect taxes [according to project and applicable country agreement] | 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 ☒ 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. ☒ TIN Certificate ☒ Current Certificate of Compliance ☒ List and value of projects performed for the last 3 years plus client’s contact details who may be contacted for further information on those contracts; ☒ List and value of ongoing Projects with UNDP and other national/multi-national organization with contact details of clients and current completion ratio of each ongoing project; ☒ Statement of satisfactory Performance (Certificates) from the top three (3) clients in terms of Contract value in similar field; ☒ The Site Project Manager must have minimum 3 years of experience in managing carpet laying projects. ☒The Site Supervisor must have 3 years of working experience in carpet laying or similar task. ☒The Site carpet layers – must have at least 2 years of working experience in carpet laying or similar. ☒CV of the Site Project Manager, and Site Supervisor and engaged carpet layers must be attached with the commitment letter. | 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 ☐ 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 [specify method, if possible] Complete Installation ☐ Passing all Testing [specify standard, if possible] ☐ Completion of Training on Operation and Maintenance [specify no. of trainees, and location of training, if possible ☒ Written Acceptance of Goods, Services and Works, based on full compliance with RFQ requirements ☐ Others [pls. specify] | Contact Person for correspondence, notifications and clarifications | E-mail address: procurement.pg@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 25th October 2022 before the submission deadline. Responses to request for clarification will be communicated via procurement.pg@undp.org | Evaluation method | ☒The Contract or Purchase Order will be awarded to the lowest price substantially compliant offer ☐ Other Click or tap here to enter text. | 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 ☐Earliest Delivery /shortest lead time ☒ Lowest Price Quote among technically responsive offers ☒ Highest Combined Score (based on the 70% technical offer and 30% price weight distribution) | 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 Papua New Guinea 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 | ☒01 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.) ☐ Contract for Works ☐ Other Type/s of Contract [pls. specify] | Expected date for contract award. | November 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. | Other Information | A pre-bid meeting and site visit will be held at Kina Bank House, Downtown, Port Moresby, (14th floor), meeting room, for the clarification on the bidding document and ToR on 21st October 2022 at 9:00Am to 10:00 AM. Therefore, bidders are highly encouraged to attend the pre-bid meeting and site survey prior to submit your quotation. Note: Bidder needs to carry a valid Passport/NID/Credit or Debit card with photo/Original driving license in order to enter into Kina Bank House, Downtown, Port Moresby for the pre-bid meeting. NB: After the getting the purchase order from UNDP Papua New Guinea, the awardee contractor’s must submit their required documents (Photocopy of National ID of their workers, Deployed worker’s CV, and Contract of engagement from awardee organization) for the entrance of UNDP Office premises to our concerned authority |
ANNEX 1: SCHEDULE OF REQUIREMENTS Technical Specifications for Goods: Item No | Minimum technical requirements | Unit | Quantity | 1 | Site Mobilization: Dismantling, Removal and Re-installation of existing furniture and all equipment from site to suitable safe distance (If required) | Job | 925 sq.m2 | 2 | Floor Works for 14th Floor: Removal, Supply, fitting and fixing of well reputed floor carpeting tiles, size (20” X 20”) installation with Solutions /Glue of any reputed brand. All complete as per our approved standard quality, material, type, guidelines and fully satisfaction from concerned authorized person. Price has to be combined with labor charges, transportation, logistics and removal of rubbish with all including probable charges. All complete as per our sample | 925 sq.m2 | | | | | |
Delivery Requirements Delivery Requirements | Delivery date and time | Bidder shall deliver the goods 15 days after Contract signature. | Delivery Terms (INCOTERMS 2020) | DAP | Customs clearance (must be linked to INCOTERM | ☒ Not applicable Shall be done by: ☐ Name of organisation (where applicable) ☐ Supplier/bidder ☐ Freight Forwarder | Exact Address(es) of Delivery Location(s) | Level 14, Kina Bank Haus, National Capital District, Papua New Guinea | Distribution of shipping documents (if using freight forwarder) | N/A | Packing Requirements | N/A | Training on Operations and Maintenance | N/A | Warranty Period | N/A | After-sales service and local service support requirements | N/A | Preferred Mode of Transport | Land |
Annex 1: Schedule of Requirements - Attached Annex 2: Quotation Submission Form - Attached Annex 3: Technical and Financial Offer - Attached Annex 4: Design and Schedule - Attached |