REQUEST FOR QUOTATION (RFQ) REFERENCE: RFQ/KRT/ESP/10/012 DATE: 18 April 2010
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1 REQUEST FOR QUOTATION (RFQ) REFERENCE: RFQ/KRT/ESP/10/012 DATE: 18 April 2010 Dear Sir / Madam: You are kindly requested to submit your quotation for Logistics of Civic & Voter education evaluation workshops listed in this RFQ in accordance with the minimum technical specifications enclosed by 02 May 2010 at 16:00 hours. Original offers shall be received by hand delivery marked RFQ/KRT/ESP/10/012 Logistics of Civic & Voter education evaluation workshops at the following address before the indicated deadline: Attention: Mr. Marco Moreno, Procurement Specialist United Nations Development Programme House No. 28, Block 10 Riyadh Khartoum, Sudan martin.boben@undp.org, marco.moreno@undp.org Item Generic Description [incl. Technical specifications, quality & safety standards, special features required 1 Logistics of Civic & Voter education evaluation workshops; see Annex 1 for Terms of Reference Quantity See Annex 1 Delivery Term, Place Payment Terms Validity of Quotation Preliminary Examination Completeness of quotation. Delivery Date Currency of quotations/offers Request for clarification TERM AND CONDITIONS Capital cities in 15 Northern Sudan States Goods and Services will be paid in SDG upon delivery, submission of suppliers invoice according to UN General Conditions of Contract for Services 90 days from deadline for submission of offers Partial bids permitted. Partial bids not permitted Please indicate earliest date of availability for requested Goods/Services: Number of days/weeks from notification of award of contract. Offers submitted by national suppliers shall be nominated in Sudanese pounds (SDG) Bidders requesting clarification of any of the items, technical requirements or conditions stipulated in this RFQ shall communicate in 1
2 General Terms and Conditions Evaluation Criteria writing with UNDP office. Only requests for clarification received at least 96 hours prior to the deadline for submission of offers will be entertained. Replies to any requests for clarification will be transmitted to all bidders at This RFQ is subject to UN General Conditions of Contract for Services available at which can also be provided upon request. Evaluation of offers will be base on the following: Complete submission of the offer including: 1. Delivery Time and terms 2. Validity of offer 3. Acceptance of general terms and conditions of the RFQ 4. Conformity to Terms of Reference Cost of the quotation IMPORTANT: In order to be considered for evaluation purposes, your offer shall include the following information: Bidders are requested to clearly indicate the technical characteristics or the description of goods, and services offered. Supporting technical documentation: Bidders are requested to include in their offers all necessary supporting documentation (i.e. company profile, technical brochures, maintenance program, warranty, references, etc.) to allow the evaluating committee to identify the quality of the goods/services offered. NAME: Guillaume Chartres FUNCTIONAL TITLE: Project Manager (SEP) 2
3 Annex 1 (RFQ/KRT/ESP/10/012) Terms of Reference Following the election, an evaluation assessment of the lessons learned from the elections shall take place in May/June The focus will be on civic and voter education assessment and identifying areas and ways where improvement would secure a better informed civil society with a view to the referendum and further upcoming elections in the Sudan. Therefore UNDP seeks to recruit a company to: Provide arrangements for the organization of 15 x two days workshops, at each state capital of the northern states and pay for participants travel, accommodation lump sums and facilitator fees, venues, catering and stationary as needed in each workshop. Requirements: Firms (Organizations/Companies) must be legally established in Sudan; Firm has to have local representatives in each state for setting up the logistics; Firm has to provide a list of the state contacts; The workshops should be held parallel within a week at the end of May Responsibilities SHCs in collaboration with UNMIS 1. The SHCs (State High Committees) in collaboration with UNMIS CVEOs at each state will identify the facilitators; 2. The SHCs in collaboration with UNMIS will prepare the content of the workshop and brief the facilitator prior to the workshop. 3. SHCs will mobilize the participants in cooperation with UNMIS. The Firm 1. The Firm will book the venues and arrange the food and the stationary for the 2 day workshop according to the budget; 2. The Firm will pay the facilitator 250SDG/day allowance which will cover the travel, accommodation and the facilitator fees. 3. The Firm will pay the participants travel expenses; 4. The Firm will pay, upon production of receipts, the participants max. 100SDG/day, covering room, breakfast and dinner for maximum 2 days to the participants that have to travel further than 50 km. 5. Required documents for the invoice: a. Facilitators attendance sheet detailing and confirming (signature of the facilitator) the receipt of the fees (250SDG/day); b. Participant attendance sheet detailing and confirming (signature of the participant) the receipt of the travel expenses; c. Original invoices proving travel and accommodation expenses for the participants; The Firm will undertake all the mentioned payments and be reimbursed on the basis of the documents mentioned above. 3
4 Civic & Voter education evaluation workshops in 25 states in North and Southern Sudan Items to be quoted in SDG Unit Activity Summary NO days Costs (SDG) TOTAL (SDG) Facilitators allowance Participants travel Accommodation 2 facilitators for each 2 days workshop at the state level from the state (Lead facilitator + a rapportour) , ppt per session in 15 states will only be provided where necessary Venue Hiring of 15 venues 15 2 Stationery Flipchart; pens + note books for 30 participants from each state Tea break 2 tea breaks for 450 participants + 30 facilitators Lunch 2 Lunch for 450 participants + 30 facilitators Firm overhead 1 TOTAL Singature: Stamp: Date: 4
5 Annex 2 (RFQ/KRT/ESP/09/059) BID/PROPOSAL SUBMISSION FORM To: The procuring entity Dear Sir / Madam, Having examined the RFQ Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer of Logistics of Civic & Voter education evaluation workshops, in conformity with the said bidding documents for the sum of as may be ascertained in accordance with the Quotation attached herewith and made part of this Bid. We undertake, if our quotation is accepted, to deliver the goods in accordance with the delivery schedule specified in the RFQ documents We agree to abide by this Bid for period of [90] days from the RFQ closing date, and it shall remain binding upon us and may be accepted at any time before the expiration of that period. We understand that you are not bound to accept any Bid you may receive. Dated this / / 2010 Day Month Year Signature [in the capacity of ] Duly authorized to sign the Bid for and on behalf of [Company]
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