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Page 1 of 77 Date: 10 June 2018 To: All Bidders From Date: 10 June 2018 To: All Bidders From: Chief, Central Support Services Division (CSSD) Subject: Invitation to Bid: ITB/UNRWA/CPS/ST/02/2018- Inspection Services for Basic Commodities 1. You are invited to the bid for the provision of Inspection Services for Basic Commodities. The invitation includes the following documents: This Letter covers: Annex A: Instructions to Bidders Annex B: General Conditions of Contract Annex C: Long Term Agreement Template Annex D: Term Of References (TOR) And its Annexes (Annex 1 & 2) Annex E: Financial Proposal Format Annex F: Technical Proposal Format Annex F-1: List of Offices, Representatives, and/or Sub-Contractors Annex F-2: List Of Certified Laboratories For Analysis Of Samples Annex F-3: Business Information Annex G: Key Performance Indicators (KPI) Annex H: Acknowledgment Letter Annex I: Instructions on UNGM Registration and Bid Submission through In-Tend 2. This ITB has two envelopes: technical and the financial envelopes. Each envelope must have the related documents. The technical envelope (proposal) is evaluated first and independently from the financial envelope (proposal). Only proposals meeting the mandatory requirements as described in Annex F will be considered further for the next evaluation stage and their financial envelope (proposal) will be opened. The financial envelope (proposal) for unsuccessful technical proposal will remain unopened. 3. The evaluation will be based on the criteria of Lowest priced most substantially conforming to requirements. 4. UNRWA intends to establish Long Term Agreements (LTA) with successful bidder/s for an initial period of 3 years with the possibility of additional extension of 1+1 year. 5. The Proposals to be sent in accordance with Section 1 of the ITB Instructions (Annex A) duly signed and stamped by your company before the closure date of Bid 12:00 noon Amman local time, Thursday, 28 June 2018. 6. All Bids are to be submitted through In-Tend via United Nations Global Marketplace (UNGM). Please note bids received outside of In-Tend, will be rejected and not considered for evaluation. Note: The Acknowledgment Letter (Annex H) is to be filled in and sent back by 14 June 2018 through In-Tend via UNGM using the “Correspondence” function. Communications to and from vendors is an important means of managing the UNRWA supplier database. Vendors are encouraged to respond to ITBs even if they do not intend to bid to ensure that they can be included in future solicitations. 7. If you are not registered on UNGM yet, you are kindly requested to register your company to Level 1 as a minimum requirement for this ITB via the following link: https://www.ungm.org/Vendor/Registration. Page 1 of 77 ANNEX A INSTRUCTIONS TO BIDDERS The UNITED NATIONS RELIEF AND WORKS AGENCY FOR PALESTINE REFUGEES IN THE NEAR EAST (UNRWA) will receive and consider Proposals in response to official Request for Proposal subject to the conditions detailed hereunder. 1. SUBMISSION OF PROPOSALS The offers will be technically evaluated based Bids must be submitted on the attached Bid on the requirements provided in Annex F Form and sent as follows: (Technical Evaluation Criteria). Only vendors who submit the required Through In Tend via UNGM mandatory documentation and certification will Attn: Chairperson, Tender Opening Committee be considered qualified. Qualified vendors will be considered for financial evaluation. CONFIDENTIAL ITB No.Invitation to Bid ITB# ITB/UNRWA/CPS/ST/02/2018 b) Financial Evaluation Inspection Services for Basic Commodities For the purpose of this ITB and based on the provided costs per unit of measurement and Closing Date and Time: 28 June 2018 12:00 minimum quantity cost, offers will be evaluated noon Amman Local Time on the following basis: - Costs per estimated yearly quantities Note: For queries, please see Section 19 procured by UNRWA (Tonne/LT/Can) below. - Cost per estimated minimum quantity procured by UNRWA (Tonne/LT/Can) Please remember that the Technical and - Lead Time for Inspection Financial proposals MUST BE Sent THROUGH The Designated Envelopes Note that UNRWA reserves the right to split the through UNGM. award to different Inspection Services Companies where economically possible and The Technical Proposal should not contain any based on the interest of UNRWA. pricing information. The Financial Proposal should also just contain the Pricing Information. 4. THE TECHNICAL PROPOSAL Timing and Delivery of Bids. Contents Bids must be received before the indicated time and date of Tender Closure (see cover letter) Envelope A (Technical Proposal) of your as set forth above. proposal must include the mandatory Bidders are solely responsible for ensuring that information as outlined in Annex F. the full Bid is received by UNRWA in accordance with Tender requirements, prior to Vendors who submit all mandatory the specified date and time specified in the documentation as described in Annex F will Tender. be considered for further evaluation and their financial proposals will be opened. Bidders understand and agree that UNRWA will consider only those portions of the Bid received No Prices prior to the closing time specified and page or Bidders must not mention prices and costs in pages received after that time will not be Envelope A (Technical Proposal). considered. Videoconference/Presentation 2. SUBMISSION OF SAMPLES During the evaluation process, UNRWA may request the bidder(s) to attend a Not Applicable Videoconference for the purpose of seeking further clarification and/or verification of their 3. Evaluation Criteria proposals which will be used to as qualitative The evaluation criterion is divided into two parts reference points by UNRWA in the as follows: deliberations and decision making for recommendations for award. The a) Technical Evaluation Videoconference/Presentation will not be scored. Page 3 of 77 Signature The technical part of the proposal must be 7. ACCEPTANCE signed by a duly authorized representative of UNRWA reserves the right, at its sole the bidder. All erasures, amendments, or discretion, to consider as invalid or alterations must be initialled by the signatory to unacceptable any proposal which is: (a) not the proposal. clear; (b) incomplete in any material detail, (c) received after the deadline, (d) not properly 5. THE FINANCIAL PROPOSAL marked or addressed, (e) delivered to another location than the one required herein, (f) Contents unsolicited, or (g) not otherwise in compliance Envelope B (Financial Proposal) of your with this ITB. UNRWA also reserves the right proposal must be in the format set forth in to split an award between any Bidders in any Annex E (Financial Proposal Format). All costs combination, as it deems appropriate. If the associated with the assignment must be proposal is submitted on an “all or none” basis, provided with as much detail as possible. it should clearly state so. Currency 8. AWARD OF CONTRACTS The currency of the proposal is preferably in US This ITB does not commit UNRWA to award a Dollars. However, if other currencies are used, contract or to pay any costs incurred in the they should be clearly indicated e.g. Swedish preparation or submission of proposals, or Kroner, Euro, etc. UNRWA will apply the costs incurred in making necessary studies for prevailing exchange rate within the UN system the preparation thereof, or to procure or as published by the UN treasury Department at: contract for services or goods. Any proposal http://treasury.un.org/operationalrates/Operatio submitted will be regarded as an offer made by nalRates.aspx the bidder and not as an acceptance by the for the purposes of price comparison and at bidder of an offer made by UNRWA. No time of payment to convert between such contractual relationship will exist except currencies. pursuant to a written contract document signed a duly authorized official of UNRWA and by the Local Tax successful bidder. The successful bidder may be subject to local taxes (e.g., value added or sales tax, social UNRWA may award contracts for part charges or income taxes on non-resident quantities or individual items. UNRWA will foreign personnel, duties, fees, levies, etc.) on notify successful bidders of its decision with amounts payable by UNRWA under the respect to their proposals as soon as possible contract with the bidder. The Client will state in after the proposals are opened. UNRWA the Data Sheet if the Consultant is subject to reserves the right to cancel any ITB, to reject payment of any local taxes. Any such tax any or all proposals in whole or in part, and to amounts shall not be included in the Financial award any contract without disclosing the Proposal as they will not be evaluated, but they reason or reasons. will be discussed at contract negotiations, and applicable amounts will be included in the Suppliers who do not comply with the Contract. contractual terms and conditions including delivering different products and products of Signature different origin than stipulated in their offer may The financial part of the proposal must be be excluded from future tenders. signed by a duly authorized representative of the bidder. All erasures, amendments, or 9. PAYMENT alterations must be initialled by the signatory to The financial rules and regulations of UNRWA the proposal. preclude advance payments or payment by letters of credit. Such provisions in a proposal 6. VALIDITY PERIOD will be prejudicial to its evaluation by UNRWA. Your proposal shall remain valid for a minimum The normal terms of payment by UNRWA are period of 90 days from the tender due date, 30 to 45 days (or similarly discounted payment during which period a purchase order or terms if offered by Bidders) upon satisfactory contract, if placed, will be accepted by you. In delivery of goods or performance of services the event that a supplier is in a position to and acceptance thereof by the UNRWA.
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