REQUEST FOR QUOTATION (RFQ) NO: FOR. IT Equipment Supplies. Due Date: 28 August, :00 Hours

Transcription

1 REQUEST FOR QUOTATION (RFQ) NO: FOR IT Equipment Supplies Due Date: 28 August, :00 Hours

2 Introduction The 2017 Pacific Mini Games will be held in Port Vila Vanuatu 4 th - 15 th December, The Games will showcase the participation of more than 2500 athletes from 24 Pacific Nations in 14 sports disciplines. The success of this event rests on the ability of a number of different agencies working collaboratively to ensure that while all tasks are undertaken, there is no duplication of effort and to maximize the use of limited resources. The appointed service providers for the 2017 Pacific Games will play a vital role in planning, developing and delivering a world class sporting event. 1 Objective The purpose of this Request for Quotation (RFQ) is to obtain suitable detailed proposals from interested and competent suppliers to be considered by VAN2017 Association Committee ( VAN2017 ) for supplying the ICT Equipment for the Pacific Mini Games. It is the intention to select a supplier(s) that can provide the ICT equipment and the necessary associated components to the Pacific Mini Games, subject to the pricing, supplier and quality of the product. Depending on the outcome of this RFQ, VAN2017 may go straight to contract with one or more companies. The closing date of this RFQ is August 28th Terms & Conditions 2.1 Purpose of the Request for quotation The purpose of this Request for quotation is to obtain affordable and quality products from interested and competent companies to be considered by VAN2017 for supplying the IT equipment and associated components for the 2017 Pacific Mini Games. 2.2 Definition and Administrative Requirements Definitions Throughout this Request for quotation, the following definitions apply: RFQ means this Request for quotation. VAN2017 or Games means the VAN2017 Pacific Mini Games Organising Committee Supplier means an individual or company that submits, or intends to submit, an application in response to this RFQ. Application or Response means the written submission from an Applicant/Supplier Van2017 Van2017 is a company established under the laws of Vanuatu. Van2017 has its own Board of Directors and is responsible for the payment of any services contracted. Van2017 will dictate and negotiate with the successful supplier(s) the terms and conditions associated with the delivery and payment of services. The contract for purchase would be issued by Van2017. Commercial in Confidence Page 2 of 6

3 Terms and Conditions The following terms and conditions will apply to this RFQ. Submission of an application to this RFQ indicates acceptance of all the terms that follow and that are included in any addenda issued by the VAN Late Applications Late applications will not be accepted Eligibility Applications will not be evaluated if the applicant s current or past corporate or other interests may, in the VAN2017 s opinion, give rise to a conflict of interest in connection with the project described in this RFQ Evaluation Evaluation of applications will be by a Committee formed by the VAN2017 and may include employees and contractors of the VAN Changes to Applicant s Response By submission of a clear and detailed written notice, the Applicant may amend or withdraw its application to this RFQ prior to the closing date and time. The applicant may not change the wording of its application after closing and no words or comments will be added to their response unless required by the VAN2017 for clarification Applicant s Expenses Applicants are solely responsible for their own expenses in preparing their responses and for subsequent proposals, negotiations etc., with the VAN2017, if any. If the VAN2017 elects to reject all responses, the VAN2017 will not be liable to any Applicant for any claims, whether for costs or damages incurred by the Applicant in preparing their response, loss of anticipated profit in connection with any future Contract, or any other matter whatsoever Proposal Validity Applications must be open for acceptance for hundred and twenty (120) days after the closing date Currency and Taxes All prices quotation are to be: In Vatu Exclusive of Value Added Tax (VAT) Valid for 120 Days Liability for Errors While the VAN2017 has used considerable efforts to ensure information in this RFQ is accurate, the information contained in this RFQ is supplied solely as a guideline for Applicants. The information is not guaranteed or Commercial in Confidence Page 3 of 6

4 warranted to be accurate, nor is it necessarily comprehensive or exhaustive. Nothing in this RFQ is intended to relieve Applicants from forming their own opinions and conclusions with the respect to the matters addressed in this RFQ Modification of Terms The VAN2017 reserves the right to modify the terms of this RFQ at any time, including the right to cancel this RFQ at any time prior to the closing date and time Ownership of Applications All applications submitted to the VAN2017 become the property of the VAN Use of Request for Quotation (RFQ) Any portion of this document, or any information supplied by the VAN2017 in relation to this RFQ may not be used or disclosed, for any purpose other than for the submission of an application Disclaimer The lodgement of an RFQ shall not be treated as a contractual obligation between VAN2017 Pacific Mini Games Organising Committee and any company and no agreement will be established or assumed until a formal written contract is signed and executed between VAN2017 Pacific Mini Games Organising Committee and the nominated service provider. VAN2017 reserves the right to appoint any contractors it deems required and appropriate for the services required for this work. VAN2017 reserves the right to reject any and all proposals submitted. Van2017 reserves the right to negotiate directly with any supplier upon submission of this quotation. The use of the 2017 Pacific Mini Games logos or trademarks is not permitted on documents submitted by interested parties, or in any other way, shape or form without the express written permission of the VAN2017 Pacific Mini Games Limited. 2.3 Contract Successful proponents will be required to enter into a form of contract with Van2017. The contract will detail terms of payment, penalties, and insurance requirements. 3 RFQ Submissions All Suppliers must produce their RFQ in a clear format and outline the details as set out below. 3.1 Overview of Company Registered Legal entity, Place of Incorporation and Description of Overall Business Description of Company Commercial in Confidence Page 4 of 6

5 3.1.2 Pricing All pricing must be expressed in Vatu exclusive of VAT, and pricing based on supply from Port Vila 3.2 Questions Suppliers MUST submit all questions during the open period of the quotation to Van2017 in writing. They must be addressed to Subject Line must be Marked Van2017- RFQ # Questions All questions may be shared with all registered suppliers. 4 Products Requirements Van2017 is looking for the most economical pricing for this equipment. Van2017 is not looking to purchase this equipment, but would consider purchasing depending on overall pricing if the purchase price is more economical than rental. If the equipment is priced as purchase NO DUTY is required to be added as VAN2017 is duty exempt. NO VAT is to be added to the prices as Van2017 is duty exempt. Van2017 requires equipment to be made available in Port Vila from Nov 20-Dec 20 1 month use period only. Van2017 will consider contracting with one or more companies if required in order to obtain the necessary scope All proponents must supply the following equipment specification and it is preferred that the RFQ be submitted in the following format Item No Item Qty Description Black and White High Speed Printers with A3 capacity,30-50 ppm, networking and scan function expected usage 10,000 copies/machine- Provide per copy 1 High Speed Printer 3 charge Black and White LaserJet Desktop Printers A4 provide the estimated number of copies per toner cartridge and the price per toner cartridge- expected copies 2500 print/machine-- Require Network 2 Desktop Printer 3 and scan functions Inkjet Desktop Printer A4 provide the estimated number of copies per 3 Desktop Printer 15 toner cartridge and the price per Unit price Total Price Commercial in Confidence Page 5 of 6

6 5 Laptop 75 toner cartridge expected copies 1000 copies/machine- preferably to have WIFI but not necessary scanning function as optional Specs CPU Intel RAM 4Gb HDD minimum 500Gb OS - windows 10, 64bit Desktop with 23 Inch monitor or All in one PC 6 Desktop 10 Specs CPU Intel 4Gb RAM HDD minimum 500Gb OS - windows 10, 64bit 7 TV Monitor Inch Monitor preferably Epson EB-S130 8 Data Projector 4 projector or similar 5 Submissions Packages may be submitted electronically, but suppliers are encouraged to provide as much supporting detail as is available. Detailed specifications for each item ARE highly recommended to be included in the submission. Proposals must be supplied in English Packages can be ed to info@van2017.com The subject line must be identified as Van2017 Pacific Mini Games- RFQ Number IT Equipment Suppliers may also drop off proposals clearly marked as Van2017 Pacific Mini Games- RFQ Number IT Equipment. Van2017 is not responsible for any late submission of quotations or loss of quotations due to the internet transmission issues. Delivered Proposals must be sealed. ALL PROPOSALS MUST BE SUBMITTED BY 28 th August 2017 at 5 00 pm local time Commercial in Confidence Page 6 of 6