RFQ-KRT-18-016 Procurement of Laptops for UNDP Office

Dear Sir / Madam:

We kindly request you to submit your quotation for Procurement of Laptops for UNDP Office , as detailed in Annex 1 of this RFQ.  When preparing your quotation, please be guided by the form attached hereto as Annex 2. 
Documents may be submitted on or before the deadline indicated by UNDP in the e-tendering system. Documents must be submitted in the online e-tendering system logging into the following link:

https://etendering.partneragencies.org, using your username and password.

Event ID: SDN10-0000002575
 
You are kindly requested to indicate whether your company intends to submit a Proposal by clicking on “Accept Invitation”. 

Quotations may be submitted on or before August 7, 2018, Time: 14: 00 Hours, 3+ GMT

 If you have not registered in the system before, you can register now by logging in using:
Username: event.guest
Password: why2change

Please follow the registration steps as specified in the system user guide at:
http://intra.sd.undp.org/bids/doc/1622.pdf
 http://intra.sd.undp.org/bids/doc/1548.pdf

In the course of preparing and submitting your quotation, it shall remain your responsibility to ensure that it is submitted into the system by the specified deadline. The system will automatically block and not accept any bid after the deadline. Kindly ensure that supporting documents required are signed and in the .pdf format, and free from any virus or corrupted files.

Quotations may be submitted as per E-tendering system deadline. Please take note of the time that appears in the e-Tendering system as Eastern Time is different from the deadline to submit.

It shall remain your responsibility to ensure that your quotation is submitted to the e-Tendering system 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. Quotation submitted by email or by hard copies are not accepted any longer. 

For any further enquiries, please send it to the following email 72 hours before closure date:  [email protected] [DO NOT USE THIS EMAIL FOR THE SUBMISSION OF YOUR OFFERS]. Moreover, offers submitted through email, hard copy or fax will be rejected.

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 indicated above - http://www.undp.org/content/undp/en/home/procurement/business/how-we-buy.html .

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,

Hari Kafle
Head of Procurement  
UNDP Sudan