| Overview : Dear Sir / Madam: We kindly request you to submit your quotation for Supply of Seedling and Fencing Materials as detailed in Annex 1 of this RFQ. Quotations must be submitted via email to the following address: Email: etenderbox.pacific@undp.org Quotations submitted by email and must be free from any form of virus or corrupted contents, or the quotations shall be rejected. It shall remain your responsibility to ensure that your quotation will reach the address above on or before the deadline. Quotations that are received by UNDP after the deadline indicated above, for whatever reason, shall not be considered for evaluation. If you are submitting your quotation by email, kindly ensure that they are signed or stamped. Please take note of the following requirements and conditions pertaining to the supply of the abovementioned good/s Delivery Terms [INCOTERMS 2010] | ☒DAP Freight /clearance cost to be included if vendor is not based in Tonga | Customs clearance[1], if needed, shall be done by: | ☒Supplier/Offeror | Exact Address/es of Delivery Location/s (identify all, if multiple) | National Emergency Management Office, Otto Snaft Building Level 3, Taufa’ahau Rd, Nuku’alofa, Tonga | Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be rejected by UNDP) | ☒ 1-2 month from PO Issuance | Delivery Schedule | ☒Required (Indicate by when the items can be delivered) | Mode of Transport | Bidders may choose whichever is preferred | Preferred Currency of Quotation[2] | ☒ USD Dollars Or Local currency | Value Added Tax on Price Quotation | Pay VIP | Warranty | 6 Months minimum on the wire fencing | Deadline for the Submission of Quotation | 9 November 2022 (New York Time) | All documentations, including catalogs, instructions and operating manuals, shall be in this language | ☒ English | Documents to be submitted (Mandatory) | ☒ Quotation in accordance with the list of requirements in Annex 1 ☒ Standard technical information of the product | Period of Validity of Quotes starting the Submission Date | ☒ 60 days | Partial Quotes | ☒ Not Permitted | Payment Terms | ☒ 100% upon complete delivery of goods | Evaluation Criteria | ☒ Technical responsiveness/Full compliance to requirements and lowest price[3] Comprehensiveness of after-sales services ☒ Full acceptance of the PO/Contract General Terms and Conditions [this is a mandatory criterion and cannot be deleted regardless of the nature of services required] ☒ Earliest Delivery / Shortest Lead Time[4] | UNDP will award to: | ☒ Only one Supplier | Type of Contract to be Signed | ☒ Purchase Order | Conditions for Release of Payment | Upon receipt and verification of items by the NEMO team in Tonga | Annexes to this RFQ[5] | ☒ Technical Specifications of the Goods Required (Annex 1) ☒ Technical and Financial Form ☒ General Terms and Conditions / Special Conditions for Contract. Non-acceptance of the terms of the General Terms and Conditions (GTC) shall be grounds for disqualification from this procurement process. | Contact Person for Inquiries (Written inquiries only)[6] | Sivendra Michael Disaster Risk Reduction and Resilience Advisor sivendra.michael@undp.org Elena Wakolo Operations Support elena.wakolo@undp.org 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. |
Goods offered shall be reviewed based on completeness and compliance of the quotation with the minimum specifications described above and any other annexes providing details of UNDP requirements. The quotation that complies with all of the specifications, requirements and offers the lowest price, as well as all other evaluation criteria indicated, shall be selected. Any offer that does not meet the requirements shall be rejected. Any discrepancy between the unit price and the total price (obtained by multiplying the unit price and quantity) shall be re-computed by UNDP. The unit price shall prevail and the total price shall be corrected. If the supplier does not accept the final price based on UNDP’s re-computation and correction of errors, its quotation will be rejected. After UNDP has identified the lowest price offer, UNDP reserves the right to award the contract based only on the prices of the goods in the event that the transportation cost (freight and insurance) is found to be higher than UNDP’s own estimated cost if sourced from its own freight forwarder and insurance provider. At any time during the validity of the quotation, no price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by UNDP after it has received the quotation.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. Any Purchase Order that will be issued as a result of this RFQ shall be subject to the General Terms and Conditions attached hereto. The mere act of submission of a quotation implies that the vendor accepts without question the General Terms and Conditions of UNDP herein attached as Annex 3. UNDP is not bound to accept any quotation, nor award a contract/Purchase Order, nor 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. Please be advised that UNDP’s vendor protest procedure is intended to afford an opportunity to appeal for persons or firms not awarded a purchase order or contract in a competitive procurement process. In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link: http://www.undp.org/content/undp/en/home/operations/procurement/protestandsanctions/ UNDP encourages every prospective Vendor 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. UNDP implements a zero tolerance on fraud and other proscribed practices and is committed to identifying and addressing all such acts and practices against UNDP, as well as third parties involved in UNDP activities. UNDP expects its suppliers to adhere to the UN Supplier Code of Conduct found in this link : http://www.un.org/depts/ptd/pdf/conduct_english.pdf Thank you and we look forward to receiving your quotation. Sincerely yours, Elena Wakolo Procurement Associate Terms of Reference for the Supply of Seedling and Fencing Material - Background Information
The Government of Tonga and Ministry of Agriculture (MAFF) has identified the significance of food security within the recovery efforts post-HTHH. About 75% of the population live in rural areas where agriculture remains the mainstay livelihood. The vulnerability of this population is elevated by the HTHH disaster and moving into the cyclone season, the risk to food security and livelihood is also elevated. 2. Objectives The specific objective of the proposal is to ensure food security, improve nutritional status and reduce the vulnerability agriculturally active households through boosting agricultural production and encouraging income generating opportunities at the household and community levels. The aim is to prioritize communities throughout Tonga that were heavily impacted by the HTHH disaster with the provision of seedling and fencing[7] material. Annex 1 Scope of Work The scope of works for the supply of seedlings and fencing materials to assist with the restoration of livelihoods of affected communities as follows: - Procure seedlings (refer specifications below)
- Procure fencing materials (refer specifications below)
Specifications Seedlings and Fencing Materials Total Quantity | Item Description /Specification | Place of delivery, installation and Commissioning | Seedlings Raw Materials | 51 pk | Carrot T/Weight 500g | Tonga, NEMO Office. Nuku’alofa | 51 pk | Cucumber 100g | 62 pk | Dwarf bean 1kg | 51 pk | Lettuce Tropical 25,000 seeds | 51 pk | Cabbage Pak Choi 5,000 seeds | 51 pk | Tomatoes 10g | 75 pk | Capsicum 25g | Fencing Materials | 20kg | Flat Head Galvanized Nail 100mm x 4.50mm | Tonga, NEMO Office. Nuku’alofa | 250 roll | HD galvanized barbed wire 1.60mm x 500 m | 46kg | Staple Nail Galvanized 400mm x 3.15mm | 75 roll | GC Pig Wire Fence HDG B4 Weaving 2.50mm x 1200mm x 4” x 50m |
Annex 2 Technical and Financial Offer – Goods Bidders are requested to complete this form, sign it and return it as part of their bid along or prepare a quotation on company letter head based on this format. Name of Bidder: | Click or tap here to enter text. | RFQ reference: | Click or tap here to enter text. | Date: Click or tap to enter a date. | | Currency of the Quotation: Click or tap here to enter text. INCOTERMS: Click or tap here to enter text. | Item No | Description | UOM | Qty | Unit price | Total price | | Seedlings | | | | | 1. | Carrot T/Weight 500g | | 51pk | | | 2. | Cucumber 100g | | 51pk | | | 3. | Dwarf bean 1kg | | 62pk | | | 4. | Lettuce Tropical 25,000 seeds | | 51pk | | | 5. | Cabbage Pak Choi 5,000 seeds | | 51pk | | | 6. | Tomatoes 10g | | 51pk | | | 7. | Capsicum 25g | | 75pk | | | | Fencing Material | | | | | 1. | Flat Head Galvanized Nail 100mm x 4.50mm | | 20kg | | | 2. | HD galvanized barbed wire 1.60mm x 500 m | | 250roll | | | 3. | Staple Nail Galvanized 400mm x 3.15mm | | 46kg | | | 4. | GC Pig Wire Fence HDG B4 Weaving 2.50mm x 1200mm x 4” x 50m | | 75roll | | | Total Price | | Indicate the following cost only if applicable or already inclusive in the Unit cost | | Transportation Price | | Insurance Price | | Total Final and All-inclusive Price | | | | | | | | | | |
Compliance with Requirements | You Responses | Yes, we will comply | No, we cannot comply | If you cannot comply, pls. indicate counter - offer | Minimum Technical Specifications | ☐ | ☐ | Click or tap here to enter text. | Delivery Term (INCOTERMS-DAP) | ☐ | ☐ | Click or tap here to enter text. | Delivery Lead Time (Max 1-2 month) | ☐ | ☐ | Click or tap here to enter text. | Warranty and After-Sales Requirements (6 months) | ☐ | ☐ | Click or tap here to enter text. | Validity of Quotation (60 days) | ☐ | ☐ | Click or tap here to enter text. | Payment terms (30 days) | ☐ | ☐ | Click or tap here to enter text. |
I, the undersigned, certify that I am duly authorized to sign this quotation and bind the company below in event that the quotation is accepted. | Exact name and address of company Company NameClick or tap here to enter text. Address: Phone No.: Email Address: Click or tap here to enter text. | Authorized Signature: Date: Name: Functional Title of Authorised Signatory: Email Address: |
[1] Must be linked to INCO Terms chosen. [2] Local vendors must comply with any applicable laws regarding doing business in other currencies. Conversion of currency into the UNDP preferred currency, if the offer is quoted differently from what is required, shall be based only on UN Operational Exchange Rate prevailing at the time of UNDP’s issuance of Purchase Order. [3] UNDP reserves the right not to award the contract to the lowest priced offer, if the second lowest price among the responsive offer is found to be significantly more superior, and the price is higher than the lowest priced compliant offer by not more than 10%, and the budget can sufficiently cover the price difference. The term “more superior” as used in this provision shall refer to offers that have exceeded the pre-determined requirements established in the specifications. [7] Past communal agricultural projects delivered by MAFF and MORDI has experienced crop damage from stray animals resulting in low yield in harvest. Fencing is a necessary risk mitigation measure. | 
