SECTION 2: RFQ GENERAL INSTRUCTIONS
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
cancellation of the tender in the online portal.
Deadline for Deadline is indicated in the online portal.
the If any doubt exists as to the time zone in which the quotation should be
Submission of submitted, refer to http://www.timeanddate.com/worldclock/.
Quotation
Method of Quotations must be submitted as follows:
Submission Quantum supplier portal following this link:
https://supplier.quantum.partneragencies.org/ using the profile you may have
in the portal.
Follow the instructions in the user guide to search for the tender using
Negotiation ID.
In case you have never registered before, you can register a profile using
the registration link shared via the procurement notice and following the
instructions in guides available in UNDP
website: https://www.undp.org/procurement/business/resources-for-bidders.
Do not create a new profile if you already have one. Use the forgotten
password feature in case you do not remember the password or the
username from previous registration.
Do not create a new profile if you already have one. Use the forgotten
password feature in case you do not remember the password or the
username from previous registration.
File Format: All attachments must be in PDF format unless otherwise
instructed by UNDP.
File names must be in Latin alphabet/keyboard and clearly indicate
the content of the document to facilitated review.
All files must be free of viruses and not corrupted.
Cost of UNDP shall not be responsible for any costs associated with a Supplier’s
preparation preparation and submission of a quotation, regardless of the outcome or
of quotation the manner of conducting the selection process.
Supplier Code All prospective suppliers must read the United Nations Supplier Code of
of Conduct, Conduct and acknowledge that it provides the minimum standards
Fraud, expected of suppliers to the UN. The Code of Conduct, which includes
Corruption, 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 Bidders/vendors shall not offer gifts or hospitality of any kind to UNDP staff
Hospitality 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 UNDP requires every prospective Supplier to avoid and prevent
Interest 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.
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.
Other more specific eligibility requirements are included in Section 2.1 RFQ
Specific Instructions, if applicable.
Currency of Quotations shall be quoted in in the currency indicated in the portal.
Quotation
Joint Venture, If the Bidder is a group of legal entities that will form or have formed a Joint
Consortium or Venture (JV), Consortium or Association for the Bid, they shall confirm in
Association 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.
Price No price variation due to escalation, inflation, fluctuation in exchange rates,
variation or any other market factors shall be accepted at any time during the
validity of the quotation after the quotation has been received.
Alternative If alternative quote is permitted, it may be submitted only if a conforming
Quotes quote to the RFQ requirements is submitted. Where the conditions for its
acceptance are met, or justifications are clearly established, UNDP reserves
the right to award a contract based on an alternative quote. If
multiple/alternative quotes are being submitted, they must be clearly
marked as “Main Quote” and “Alternative Quote” directly in the portal and
in any supporting document as relevant.
Contact Must be submitted directly in the portal using the messaging functionality.
Person for Any delay in UNDP’s response shall be not used as a reason for extending
corresponden the deadline for submission, unless UNDP determines that such an
ce, extension is necessary and communicates a new deadline to the Proposers.
notifications
and
clarifications
Right not to UNDP is not bound to accept any quotation, nor award a contract or
accept any Purchase Order
quotation
Right to vary At the time of award of Contract or Purchase Order, UNDP reserves the right
requirement to vary (increase or decrease) the quantity of services and/or goods, by up
at time of to a maximum twenty-five per cent (25 % ) of the total offer, without any
award change in the unit price or other terms and conditions.
Publication of UNDP will publish the contract awards valued at USD 100,000 and more on
Contract the websites of the CO and the corporate UNDP Web site.
Award
Policies and This RFQ is conducted in accordance with UNDP Programme and Operations
procedures Policies and Procedures
UNGM Any Contract resulting from this RFQ exercise will be subject to the supplier
registration 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.
SECTION 2: RFQ SPECIFIC INSTRUCTIONS
General Any Purchase Order or contract that will be issued as a result of this RFQ
Conditions of shall be subject to one of the General Conditions of Contract below as
Contract applicable in each case specified in the Requirements section
Applicable GTC:
☐ General Terms and Conditions / Special Conditions for Contract.
☐ General Terms and Conditions for de minimis contracts
(services only, less than $50,000)
Applicable Terms and Conditions and other provisions are
available at UNDP/How-we-buy
Special ☐ Cancellation of PO/Contract if the delivery/completion is delayed by
Conditions of [indicate number of days]
Contract ☐ Others [pls. specify]
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 in the requirements section.
All prices must:
✘ be exclusive of VAT and other applicable indirect taxes
[according to project and applicable country agreement]
Language of English
quotation Including documentation including catalogues, instructions and operating
manuals.
Quotation Quotations shall remain valid for 90 days from the deadline for the
validity period Submission of Quotation.
Payment Terms ✘ 100% within 30 days after receipt of goods, works and/or services and
submission of payment documentation.
Conditions for ☐ Written Acceptance of Goods, Services and Works, based on full
Release of compliance with RFQ requirements
Payment
Clarifications Requests for clarification from bidders will not be accepted any later than
5 days before the submission deadline. Responses to request for
clarification will be communicated through info.procurementet@undp.org
by Click or tap to enter a date.
Evaluation ✘ The Contract or Purchase Order will be awarded to the lowest price
method substantially compliant offer
Other Click or tap here to enter text.
Evaluation ✘ Full compliance with all requirements as specified in Annex 1
criteria ✘ Full acceptance of the General Conditions of Contract
Comprehensiveness of after-sales services
Earliest Delivery /shortest lead time
Others Click or tap here to enter text.
Type of Contract ☐ Purchase Order
to be awarded ☐ 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.)
Expected date ASAP
for contract
award.
