REQUEST FOR QUOTATION (RFQ) (Goods) To all eligible firms and companies DATE: October 30, 2013 REFERENCE: RFQ_029_2013 (Extension deadline) RPS_206_2013 Dear Sir / Madam: We kindly request you to submit your quotation for supply and installation of Radio Communication Equipment for Houn and Namor districts of Oudomxay Province as detailed in Annexes 1 of this RFQ. When preparing your quotation, please be guided by this request and the form attached hereto as Annex 2. This RFQ including all Annexes can be downloaded from UNDP CO web-site at: http://www.la.undp.org/content/lao_pdr/en/home/operations/procurement.html Quotations must be submitted on or before 10:00 a.m. Vientiane time, November 22, 2013and via ☒e-mail, ☒courier mail or ☐facsimile to the address below: United Nations Development Programme UNDP Lao PDR Lane Xang Avenue Ban Hatsady-Tai P.O. Box 345 Vientiane, Lao PDR UNDP Procurement/Logistics Unit E-mail address for electronic quotations: [email protected] 1 Quotations submitted by email must be limited to a maximum of 2 MB, virus-free and no more than 2 email transmissions. They must be free from any form of virus or corrupted contents, or the quotations shall be rejected. Marking of Quotations: Quotations submitted via email should be marked in the subject of email and Quotations submitted in sealed envelope should be marked on the envelope as follows: “Company’s name, Lot Number and RFQ_029_2013 “ Radio Communication Equipment ”. It shall remain your responsibility to ensure that your quotation will reach the address above on or before the deadline. Quotations that are received by UNDP after the deadline indicated above or submitted to another email address, for whatever 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 works: ☐FCA Delivery Terms ☐CPT [INCOTERMS 2010] ☐CIP Vientiane, Lao PDR (for overseas companies) (Pls. link this to price schedule) ☒DAP, Houn and Namor districts of Oudomxay Province, Lao PDR 50% of the requested items will be delivered to Houn districts of Oudomxay Province and 50% of the items will be delivered to Namor districts of Oudomxay Province Customs clearance1, if needed, ☐UNDP if CIP delivery terms shall be done by: ☒Supplier/Offeror ☐Freight Forwarder Exact Address/es of Delivery For Namor district: Office of Namor district of Information Culture and Tourism, Namor district, Oudomxay Location/s (identify all, if Province, Lao PDR multiple) For Houn district: Office of Houn district of Information Culture and Tourism, Houn district, Oudomxay Province, Lao PDR N/A UNDP Preferred Freight Forwarder, if any2 N/A Distribution of shipping documents (if using freight forwarder) 2 Latest Expected Delivery Date ☒ Delivery and installation of all equipment shall be conducted within 40 days from the date of issuance of and Time (if delivery time Purchase order by UNDP. exceeds this, quote may be Fabrication, delivery and installation of tower shall be done within 40 days from the date of issuance of Purchase rejected by UNDP) order by UNDP. Delivery Schedule ☒Required Companies should provide details of the proposed delivery schedule as part of their Quotation ☐Not Required All equipment should be packed as per international standards applicable for such equipment. Packing Requirements ☒ AIR ☒ LAND Mode of Transport ☐SEA ☐OTHER [pls. specify] ☒United States Dollars Preferred Or ☒Local Currency : Lao Kip Currency of Quotation3 Value Added Tax on Price ☐ Must be inclusive of VAT and other applicable indirect taxes Quotation4 ☒ Must be exclusive of VAT and other applicable indirect taxes After-sales services required ☒Warranty on Parts and Labor for minimum period of 1 year ☒ Technical Support ☒Provision of Service Unit when pulled out for maintenance/ repair is required ☐ Others [pls. specify] Deadline for the Submission of 10:00 am Vientiane time ( Local Time) Quotation Friday, November 22, 2013 (Extension dead line) All documentations, including ☒ English catalogs, instructions and ☐ French operating manuals, shall be in ☐ Spanish this language ☒ Others Lao with supported translation into English ☒ Duly Accomplished Form as provided in Annex 3, and in accordance with the list of requirements in Annex 1; Documents to be submitted5 ☒ Quality Certificates for all equipment listed in Lot 2 for equipment listed in Lot 1 it should be well recognized brand. UNDP reserves the rights to request additional documents if required (ISO, etc.); ☒ Written Self-Declaration of not being included in the UN Security Council 1267/1989 list, UN Procurement Division List or other UN Ineligibility List; 3 Local vendors must comply with any applicable laws regarding doing business in other currencies. Conversion of currency into the UNDP preferred currency, if the offer is quoted differently from what is required, shall be based only on UN Operational Exchange Rate prevailing at the time of UNDP’s issuance of Purchase Order. 3 ☒ Companies profile, including the following information: Name and legal address of the company submitting quotation, organizational structure with the list of all directors and founders and key staff, list of similar contracts for supply of goods to other UN Agencies or International Organizations in Lao PDR or abroad, name of the Project manager who will responsible for this project and contact details tel. number, email etc. Copy of valid business license. Company should demonstrative financial capacity to undertake obligations under the UNDP Purchase order and compliance with payment terms therefore submission of Bank statement indicating sufficient funds is required. ☐ Others [pls. specify as many as required] ☒ 60 days Period of Validity of Quotes starting the Submission Date 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. Partial Quotes ☒ Submission of quotation on a lot by lot basis or for all lots ☒ Partial quotes within one lot not permitted ☒ 100% upon complete delivery and installation of goods Payment Terms6 ☐ Others [pls. specify] 0.5% of the total Purchase order amount for every day of delay, up to a maximum duration of 1 calendar month. Liquidated Damages Thereafter, the contract may be terminated by UNDP without additional notice. Evaluation Criteria ☒ Technical responsiveness/Full compliance to requirements and lowest price7 [check as many as applicable] ☒ Full acceptance of the PO/Contract General Terms and Conditions ☐ Others [pls. specify] UNDP will award to: ☒ To supplier/s on a lot by lot basis Type of Contract to be Signed ☒ Contract/Purchase order 6 UNDP preference is not to pay advanced amount upon signing of contract. If vendor strictly requires advanced payment, it will be limited only up to 20% of the total price quoted. For any higher percentage, or advanced payment of $30,000 or higher, UNDP shall require the vendor to submit a bank guarantee or bank checque payable to UNDP, in the same amount as the advanced payment made by UNDP to the vendor. 7 UNDP reserves the right not to award the contract to the lowest priced offer, if the second lowest price among the responsive offer is found to be significantly more superior, and the price is higher than the lowest priced compliant offer 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 the specifications. 4 Special conditions of ☒ Cancellation of PO/Contract if the delivery/completion is delayed by 30 days Contract/Purchase order ☒ Others Liquidated Damages for delay of delivery would be: 0.5% of PO/contract for every day of delay, up to a maximum duration of 1 calendar month. Thereafter, the contract/PO may be terminated by UNDP without notice. Conditions for Release of Passing Inspection and complete installation must be certified by UNDP or Project Payment Annexes to this RFQ8 ☒ Specifications of the Goods Required (Annex 1) ☒ Form for Submission of Quotation (Annex 2) ☒ General Terms and Conditions / Special Conditions (Annex 3) ☒ Drawings and detailed requirements for Antenna Tower (Annex 4) ☐ Others [pls. specify, if any] The present RFQ and all Annexes can be downloaded at UNDP Country Office web-site at: http://www.la.undp.org/content/lao_pdr/en/home/operations/procurement/ Non-acceptance of the terms of the General Terms and Conditions (GTC) shall be grounds for disqualification from this procurement process. Contact Person for Inquiries Phadthakone (Written inquiries only)9 Procurement Associate [email protected] 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. Works 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. 8 Where the information is available in the web, a URL for the information may simply be provided.