Request For Quotation (RFQ) - UNDP
REQUEST FOR QUOTATION (RFQ)DATE: 29/10/2015NAME & ADDRESS OF BIDDERRFQ/UNDP/LBR/JSP/087/2015Dear Sir / Madam:We kindly request you to submit your quotation for Catering services for BIN training as detailedin Annex 1 of this RFQ. When preparing your quotation, please be guided by the form attached heretoas Annex 2. UNDP General Terms & Conditions are at Annex 3.Quotations may be submitted on or before 3:00 PM Liberia local time on Thursday 12thNovember 2015 and via (choose appropriate box) E-mail: bids.lr@undp.org courier mail on the following address;Address:United Nations Development ProgrammeRegistry 1st Floor, Simpson BuildingMamba Point, Monrovia, LiberiaAttn: Aicha Cherif, Head of Procurement UnitUNDP, LiberiaAnd marked: RFQ/UNDP/LBR/JSP/087/2015Quotations submitted by email must be limited to a maximum of 2MB, virus-free and no morethan 3email transmissions. They must be free from any form of virus or corrupted contents, or thequotations shall be rejected.It shall remain your responsibility to ensure that your quotation will reach the address above onor before the deadline. Quotations that are received by UNDP after the deadline indicated above, forwhatever reason, shall not be considered for evaluation. If you are submitting your quotation by email,kindly ensure that they are signed and in the pdf format, and free from any virus or corrupted files.Please take note of the following requirements and conditions pertaining to the supply of the abovementioned good/s:1
Delivery Terms[INCOTERMS 2010](Pls. link this to priceschedule)Customs clearance1, ifneeded, shall be done by:Exact Address/es of DeliveryLocation/s (identify all, ifmultiple) DAPLatest Expected DeliveryDate and Time (if deliverytime exceeds this, quote maybe rejected by UNDP)Delivery ScheduleMode of Transport Immediately upon issuance of purchase order (PO)PreferredCurrency of Quotation2Value Added Tax on PriceQuotation3 & MCC FeesWarranty United States DollarsDeadline for the Submissionof QuotationThursday, 12th November 2015 on or before 3:00 PM Liberia LocalTimeAll documentations, includingcatalogs, instructions andoperating manuals, shall bein this languageDocuments to be submitted4 EnglishN/ARobert sport , Grand Cape Mount County, Liberia Required LAND Must be exclusive of VAT and other applicable indirect taxes Warranty on goods for six months Duly Accomplished Form as provided in Annex 2, and inaccordance with the list of requirements in Annex 1;Latest Business Registration Certificate ; Written Self-Declaration of not being included in the UN SecurityCouncil 1267/1989 list, UN Procurement Division List or other UNIneligibility List; Company Profile Client listing for the provision of similar goods provided with1Must be linked to INCO Terms chosen.Local vendors must comply with any applicable laws regarding doing business in other currencies. Conversion ofcurrency into the UNDP preferred currency, if the offer is quoted differently from what is required, shall be basedonly on UN Operational Exchange Rate prevailing at the time of UNDP’s issuance of Purchase Order.3This must be reconciled with the INCO Terms required by the RFQ. Furthermore, VAT exemption status variesfrom one country to another. Pls. tick whatever is applicable to the UNDP CO/BU requiring the goods.4First 2 items in this list are mandatory for the supply of imported goods22
contact details, email address for reference check.Period of Validity of Quotesstarting the Submission DatePartial Quotes 120 daysIn exceptional circumstances, UNDP may request the Vendor toextend the validity of the Quotation beyond what has been initiallyindicated in this RFQ. The Proposal shall then confirm the extensionin writing, without any modification whatsoever on the Quotation. Not permitted 100% upon deliveryPayment Terms5Liquidated DamagesEvaluation CriteriaUNDP will award to:0.5 % of total contract amount for each day of delay and maximumof 30 days after which contract will be terminated. Technical responsiveness/Full compliance to requirements andlowest evaluated price6 Full acceptance of the PO/Contract General Terms andConditions Earliest Delivery / Shortest Lead Time7 For quality assurance post shipment inspection will be required. One and only one supplierType of Contract to be Signed Purchase OrderSpecial conditions of Contract Cancellation of PO/Contract if the delivery/completion is delayedby one month. Forfeiture of bid security if submitted with the bidsConditions for Release ofPaymentAnnexes to this RFQ8 Passing Inspection and Complete of installation Written Acceptance of Goods based on full compliance with RFQrequirements by the end user Specifications of the Goods Required (Annex 1) Form for Submission of Quotation (Annex 2) General Terms and Conditions / Special Conditions (Annex 3).Non-acceptance of the terms of the General Terms and Conditions(GTC) shall be grounds for disqualification from this procurementprocess.5UNDP preference is not to pay advanced amount upon signing of contract. If vendor strictly requires advancedpayment, it will be limited only up to 20% of the total price quoted. For any higher percentage, or advancedpayment of 30,000 or higher, UNDP shall require the vendor to submit a bank guarantee or bank checque payableto UNDP, in the same amount as the advanced payment made by UNDP to the vendor.6UNDP reserves the right not to award the contract to the lowest priced offer, if the second lowest price among theresponsive offer is found to be significantly more superior, and the price is higher than the lowest priced compliantoffer 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 thespecifications.7This shall be used for time-critical and/or exigent requirements (e.g., post-crisis emergencies, elections, etc.).3
Contact Person for Inquiries(Written inquiries only)9Momoh MoserayUNDP-Liberia, Mamba Point, MonroviaEmail: momoh.moseray@undp.organd copy to:Aicha.cherif@undp.orgAny delay in UNDP’s response shall be not used as a reason forextending the deadline for submission, unless UNDP determines thatsuch an extension is necessary and communicates a new deadline tothe Proposers.Goods offered shall be reviewed based on completeness and compliance of the quotation withthe minimum specifications described above and any other annexes providing details of UNDPrequirements.The quotation that complies with all of the specifications, requirements and offers the lowestprice, as well as all other evaluation criteria indicated, shall be selected. Any offer that does not meetthe requirements shall be rejected.Any discrepancy between the unit price and the total price (obtained by multiplying the unitprice and quantity) shall be re-computed by UNDP. The unit price shall prevail and the total price shallbe corrected. If the supplier does not accept the final price based on UNDP’s re-computation andcorrection of errors, its quotation will be rejected.After UNDP has identified the lowest price offer, UNDP reserves the right to award the contractbased only on the prices of the goods in the event that the transportation cost (freight and insurance) isfound to be higher than UNDP’s own estimated cost if sourced from its own freight forwarder andinsurance 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 hasreceived the quotation. At the time of award of Contract or Purchase Order, UNDP reserves the right tovary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty five percent (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 GeneralTerms and Conditions attached hereto. The mere act of submission of a quotation implies that thevendor accepts without question the General Terms and Conditions of UNDP herein attached as Annex3.UNDP is not bound to accept any quotation, nor award a contract/Purchase Order, nor beresponsible 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.8Where the information is available in the web, a URL for the information may simply be provided.This contact person and address is officially designated by UNDP. If inquiries are sent to other person/s oraddress/es, even if they are UNDP staff, UNDP shall have no obligation to respond nor can UNDP confirm that thequery was received.94
Please be advised that UNDP’s vendor protest procedure is intended to afford an opportunity toappeal for persons or firms not awarded a purchase order or contract in a competitive procurementprocess. In the event that you believe you have not been fairly treated, you can find otest.shtml .UNDP encourages every prospective Vendor to avoid and prevent conflicts of interest, bydisclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of therequirements, 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 toidentifying and addressing all such acts and practices against UNDP, as well as third parties involved inUNDP activities. UNDP expects its suppliers to adhere to the UN Supplier Code of Conduct found in thislink : http://www.un.org/depts/ptd/pdf/conduct english.pdfThank you and we look forward to receiving your quotation.Sincerely yours,Rokya Ye Dieng,DCO OperationUNDP Liberia2 November 20155
Annex 1Technical SpecificationsS.No1Items to be Supplied*250 Participants:Catering services for BINtraining: BreakfastDescription / Specifications of GoodsQuantity93 days1.2.3.4.Brown Bread, Sandwiched bread, sliced breadLebanese bread, cornbread, short bread, fritters,doughnutsBoiled egg, scrambled egg, sausages, corn meal,cream of wheat, oat mealBlack tea, black coffee and waterEddoes Gravy, cassava Gravy, Potatoes gravy anddoughnutsAny one items / Tea bags and sugar cubes to beserved separately / sack of water at all time2250 Participants:Catering services for Bintraining: Lunch93 days1.2.3.4.5.6.7.8.Cassava leaf and riceFried green & ricePalm butter & riceFried riceJollof riceBitter ball & riceOkra & riceEggplant & rice9.Split peasWater at all time / one bowl to each participant3250 Participants:Catering services for BINTraining: Dinner93 days1.2.3.4.5.6.OatsCreamy wheatCorn mealFruitsBiscuit, Bread , PastasBeverages: Coffee, tea, fruits drink and water*Pls. attach delivery schedule, if relevant, and cluster by lot, if partial bids will be allowed. Specifydelivery locations if goods multiple destinations.Rokya Ye Dieng,DCO OperationUNDP Liberia2 November 2015Annex 26
FORM FOR SUBMITTING SUPPLIER’S QUOTATION10(This Form must be submitted only using the Supplier’s Official Letterhead/Stationery11)We, the undersigned, hereby accept in full the UNDP General Terms and Conditions, andhereby offer to supply the items listed below in conformity with the specification andrequirements of UNDP as per RFQ Reference RFQ/UNDP/catering services/2015:TABLE 1: Offer to Supply Goods Compliant with Technical Specifications and RequirementsItemNo.123Description/Specification of GoodsBreakfast: 250 Participants: Brown Bread,Sandwiched bread, sliced bread Lebanese bread,cornbread, short bread, fritters, doughnutsBoiled egg, scrambled egg, sausages, corn meal,cream of wheat, oat mealBlack tea, black coffee and waterEddoes Gravy, cassava Gravy, Potatoes gravy anddoughnutsAny one items / Tea bags and sugar cubes to beserved separately / sack of water at all timeLunch: 250 Participants: Cassava leaf andrice Fried green & rice, Palm butter & rice, Friedrice, Jollof rice, Bitter ball & rice, Okra & rice,Eggplant & rice, Split peas, Water at all-time /one bowl to each participantDinner: 250 Participants: OatsCreamy wheatCorn mealFruitsBiscuit, Bread , PastasBeverages: Coffee, tea, fruits drink and waterQuantityUnit PriceTotal Price perItem93 days93 days93 days10This serves as a guide to the Supplier in preparing the quotation and price schedule.Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – forverification purposes117
TABLE 3: Offer to Comply with Other Conditions and Related RequirementsOther Information pertaining to ourQuotation are as follows :Yes, we willcomplyYour ResponsesNo, we cannotIf you cannot comply,complypls. indicate counterproposalDelivery Lead TimeEstimated weight/volume/dimension of theConsignment:Validity of QuotationAll Provisions of the UNDP General Termsand ConditionsAll other information that we have not provided automatically implies our full compliance with therequirements, terms and conditions of the RFQ.Name and Signature of the Supplier’s Authorized PersonDesignationDate8
Annex 3General Terms and Conditions1.ACCEPTANCE OF THE PURCHASE ORDERThis Purchase Order may only be accepted by the Supplier's signing and returning anacknowledgement copy of it or by timely delivery of the goods in accordance with the terms of thisPurchase Order, as herein specified. Acceptance of this Purchase Order shall effect a contractbetween the Parties under which the rights and obligations of the Parties shall be governed solely bythe terms and conditions of this Purchase Order, including these General Conditions. No additionalor inconsistent provisions proposed by the Supplier shall bind UNDP unless agreed to in writing by aduly authorized official of UNDP.2.PAYMENT2.1 UNDP shall, on fulfillment of the Delivery Terms, unless otherwise provided in this PurchaseOrder, make payment within 30 days of receipt of the Supplier's invoice for the goods andcopies of the shipping documents specified in this Purchase Order.2.2 Payment against the invoice referred to above will reflect any discount shown under thepayment terms of this Purchase Order, provided payment is made within the period requiredby such payment terms.2.3 Unless authorized by UNDP, the Supplier shall submit one invoice in respect of this PurchaseOrder, and such invoice must indicate the Purchase Order's identification number.2.4 The prices shown in this Purchase Order may not be increased except by express writtenagreement of UNDP.3.TAX EXEMPTION3.13.2Section 7 of the Convention on the Privileges and Immunities of the United Nationsprovides, inter alia, that the United Nations, including its subsidiary organs, is exemptfrom all direct taxes, except charges for utilities services, and is exempt from customsduties and charges of a similar nature in respect of articles imported or exported for itsofficial use. In the event any governmental authority refuses to recognize UNDP'sexemption from such taxes, duties or charges, the Supplier shall immediately consult withUNDP to determine a mutually acceptable procedure.Accordingly, the Supplier authorizes UNDP to deduct from the Supplier's invoice anyamount representing such taxes, duties or charges, unless the Supplier has consulted withUNDP before the payment thereof and UNDP has, in each instance, specifically authorizedthe Supplier to pay such taxes, duties or charges under protest. In that event, the Suppliershall provide UNDP with written evidence that payment of such taxes, duties or chargeshas been made and appropriately authorized.9
4.RISK OF LOSSRisk of loss, damage to or destruction of the goods shall be governed in accordance with Incoterms2010, unless otherwise agreed upon by the Parties on the front side of this Purchase Order.5.EXPORT LICENCESNotwithstanding any INCOTERM 2010 used in this Purchase Order, the Supplier shall obtain anyexport licences required for the goods.6.FITNESS OF GOODS/PACKAGINGThe Supplier warrants that the goods, including packaging, conform to the specifications for thegoods ordered under this Purchase Order and are fit for the purposes for which such goods areordinarily used and for purposes expressly made known to the Supplier by UNDP, and are free fromdefects in workmanship and materials. The Supplier also warrants that the goods are contained orpackaged adequately to protect the goods.7.8.INSPECTION7.1UNDP shall have a reasonable time after delivery of the goods to inspect them and to rejectand refuse acceptance of goods not conforming to this Purchase Order; payment for goodspursuant to this Purchase Order shall not be deemed an acceptance of the goods.7.2Inspection prior to shipment does not relieve the Supplier from any of its contractualobligations.INTELLECTUAL PROPERTY INFRINGEMENTThe Supplier warrants that the use or supply by UNDP of the goods sold under this Purchase Orderdoes not infringe any patent, design, trade-name or trade-mark. In addition, the Supplier shall,pursuant to this warranty, indemnify, defend and hold UNDP and the United Nations harmless fromany actions or claims brought against UNDP or the United Nations pertaining to the allegedinfringement of a patent, design, trade-name or trade-mark arising in connection with the goods soldunder this Purchase Order.9.RIGHTS OF UNDPIn case of failure by the Supplier to fulfil its obligations under the terms and conditions of thisPurchase Order, including but not limited to failure to obtain necessary export licences, or to makedelivery of all or part of the goods by the agreed delivery date or dates, UNDP may, after giving theSupplier reasonable notice to perform and without prejudice to any other rights or remedies, exerciseone or more of the following rights:9.1 Procure all or part of the goods from other sources, in which event UNDP may hold theSupplier responsible for any excess cost occasioned thereby.9.2 Refuse to accept delivery of all or part of the goods.9.3 Cancel this Purchase Order without any liability for termination charges or any other liabilityof any kind of UNDP.10
10.LATE DELIVERYWithout limiting any other rights or obligations of the parties hereunder, if the Supplier will beunable to deliver the goods by the delivery date(s) stipulated in this Purchase Order, the Suppliershall (i) immediately consult with UNDP to determine the most expeditious means for delivering thegoods and (ii) use an expedited means of delivery, at the Supplier's cost (unless the delay is due toForce Majeure), if reasonably so requested by UNDP.11.ASSIGNMENT AND INSOLVENCY11.1. The Supplier shall not, except after obtaining the written consent of UNDP, assign, transfer,pledge or make other disposition of this Purchase Order, or any part thereof, or any of theSupplier's rights or obligations under this Purchase Order.11.2. Should the Supplier become insolvent or should control of the Supplier change by virtue ofinsolvency, UNDP may, without prejudice to any other rights or remedies, immediatelyterminate this Purchase Order by giving the Supplier written notice of termination.12.USE OF UNDP OR UNITED NATIONS NAME OR EMBLEMThe Supplier shall not use the name, emblem or official seal of UNDP or the United Nations for anypurpose.13.PROHIBITION ON ADVERTISINGThe Supplier shall not advertise or otherwise make public that it is furnishing goods or services toUNDP without specific permission of UNDP in each instance.14.CHILD LABOURThe Supplier represents and warrants that neither it nor any of its affiliates is engaged in any practiceinconsistent with the rights set forth in the Convention on the Rights of the Child, including Article32 thereof, which, inter alia, requires that a child shall be protected from performing any work that islikely to be hazardous or to
Catering services for Bin training: Lunch 93 days 1. Cassava leaf and rice 2. Fried green & rice 3. Palm butter & rice 4. Fried rice 5. Jollof rice 6. Bitter ball & rice 7. Okra & rice 8. Eggplant & rice 9. Split peas Water at all time / one bowl to each participant 3 250 Participants: Catering services for BIN Training: Dinner 93 days 1. Oats 2.
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How to define document types for RFQ in SAP In the activity you define document types for RFQ (Request For Quotation) as the SAP system management RFQ as document. You can group RFQ into any number of document types in SAP. Note : - The definition of document type for RFQ is similar to configuration ofdocument types for purchase requisition.
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b) Price quotation, to be submitted strictly in accordance with Price Quotation Form. Both parts of the quotation must be signed by the company’s relevant authority and submitted in PDF format. IV. Instructions for submission Proposals should be prepared based on the guidelines set forth in Section III above, along with a properly
