Dear Sir / Madam:                                                                                                                        

We kindly request you to submit your quotation regarding Supply of Medical Equipment to Almouali and Albu Seaf PHCCs in West Mosul as detailed in Annex 1 of this RFQ.

                Documents uploaded in the system as part of your quotation 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 is submitted on or before the deadline indicated by UNDP in the e-Tendering system. Bids must be submitted in the online e-Tendering system in the following link:

https://etendering.partneragencies.org

using your username and password. If you have not registered in the system before, you can register now by logging in using the below temporary username and password and follow the registration steps as specified in the system user guide.

username: event.guest

password: why2change

Please take note of the following requirements and conditions pertaining to the supply of the abovementioned good/s: 

Delivery Terms

[INCOTERMS 2010]

(Pls. link this to price schedule)

DAP

Exact Address/es of Delivery Location/s (identify all, if multiple)

The medical equipment should be delivered to the following PHCCs in West Mosul:

1.Almouali

2.Albu Seaf

Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be rejected by UNDP)

☒ 30 Calendar days upon issuance of Purchase Order

Preferred

Currency of Quotation

☒ United States Dollars

After-sales services required

☒ Warranty for minimum period of one year on all medical equipment supplied                                                                                                                        

Deadline for the Submission of Quotation

Date and Time: As specified in the system (note that time zone indicated in the system is New York Time zone).

PLEASE NOTE: -

1.       Date and time visible on the main screen of event (on e-tendering portal) will be final and prevail over any other closing time indicated elsewhere, in case they are different. It is the responsibility of the bidder to make sure bids are submitted within this deadline. UNDP will not accept any bid that is not submitted directly in the system.

2.    Submit your bid a day prior or well before the closing time.  Do not wait until last minute. If you face any issue submitting your bid at the last minute, UNDP may not be able to assist.

All documentations, including catalogs, instructions and operating manuals, shall be in this language

☒ English       

Documents to be submitted

☒ Company Profile, Brief description/background of the company;

☒ Certificate of Registration of the business, including Articles of Incorporation, or equivalent document if Bidder is not a corporation;

☒ Properly filled-in Priced BOQs as per the format provided with company stamp and signature;

☒ Duly Accomplished Form for Submission of Quotation as provided in Annex 1, and in accordance with the list of requirements;

☒ Authorized dealership certificate or letter from the main manufacturer or dealer to act on his behalf to sell and provide maintenance support for the offered equipment.

☒ List and value of similar contracts executed during the past ten years with contact details and amount;

☒ Printed brochures and product catalogs relevant to the medical equipment being procured;

☒  Statement that bidder is not listed in the removed or suspended vendor list of the UN or other such lists of other UN agencies, nor are associated with, any company or individual appearing on the 1267/1989 list of the UN Security Council.

Period of Validity of Quotes starting the Submission Date

☒ 120 calendar days         

In exceptional circumstances, UNDP may request the Vendor to extend the validity of the Quotation beyond what has been initially indicated in this RFQ. The Proposal shall then confirm the extension in writing, without any modification whatsoever on the Quotation. 

Manner of Submitting Bid

Online bidding in E-tendering module:

https://etendering.partneragencies.org

Partial Quotes

☒  Not allowed

Payment Terms

☒ 100% upon complete delivery and installation of medical equipment to Almouali and Albu Seaf PHCCs in West Mosul

Liquidated Damages

Will be imposed under the following conditions:

0.5% of contract for every day of delay, up to a maximum duration of 1 calendar month. 

Thereafter, the contract may be terminated.

Evaluation Criteria1

☒ Minimum of 2 similar supply of medical equipment implemented during the last 10 years;

☒ Compliance of Bid to the Technical Requirements and specifications of the BOQs;

☒ Warranty Coverage of minimum of one year for the offered equipment;

☒ Availability of after sale service and maintenance for the offered equipment;

☒ Compliance with the delivery terms and conditions/completion deadline set by UNDP, (30 calendar days upon issuance of Purchase Order);

☒  Full acceptance of the PO/Contract General Terms and Conditions of the contract.

UNDP will award to

☒ One supplier depending upon their relevant experience.  The contract will be awarded to the lowest technically responsive and qualified offeror. 

Samples

Upon UNDP may request, the supplier to provide a sample of the proposed items at no additional cost for technical evaluation OR may conduct the site visit to check the conformity of the offered specification with the required specifications.

In case the offered medical equipment is not in line with the required specifications, UNDP may consider recommending the award to the 2nd technically qualified bidder/s;

Type of Contract to be Signed

Purchase Order

Conditions for Release of Payment

Written acceptance of the goods provided based on full compliance with RFQ and BOQ requirements

Annexes to this RFQ2

☒ Form for Submission of Quotation (Annex 1);

☒ General Terms and Conditions / Special Conditions (Annex 2)

Non-acceptance of the terms of the General Terms and Conditions (GTC) shall be grounds for disqualification from this procurement process.

☒ Technical Compliance sheet (Annex3);

Contact Person for Inquiries

(Written inquiries only)3

Ratan Khisha

Procurement Analyst, email: ratan.khisha@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 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.

Yours sincerely,

Anas Fayyad Qarman

Operations Manager