Emergency ITB document. Invitation to Bid (ITB) No. UNFPA/IRQ/ITB/17/002

Transcription

1 Emergency ITB document United Nations Population Fund (UNFPA) Address: UN Compound, International Zone, Baghdad Website: Date: 13 April 2017 Invitation to Bid (ITB) No. Dear Sir/Madam, We hereby solicit your Bid for the supply of the supply of Women Dignity Kits, Winter Clothing for Women and New born baby kits on non-exclusive Long Term Agreements (LTAs) with one or multiple vendors for two years with possible 1-year extension based on good supplier performance condition as per the technical specifications detailed in Annex 1 of this ITB. If you are interested in submitting a bid for these items, kindly submit your bid to secure address indicated or sealed envelope no later than 06 May 2017, at 21:00 +3GMT, Iraqi time. It is necessary for the bidders who are interested in participating in this bidding process, should send their samples before the deadline of 06 May It is suggested that the bidder should send the samples via courier earlier and separately due to strict scrutiny of goods in the local custom. UNFPA requires free, non-returnable product samples for evaluation of the item at the time of bid submission. Samples shall be considered as part of the offer and shall be subject to technical review and laboratory analysis where appropriate. Please ensure to enter in the subject line the ITB reference number. Secure address for bid submission: bid.iraq@unfpa.org Address: UNFPA Iraq UNFPA, UN COMPOUND 100 METER STR, NEAR THE AIRPORT INTERSECTION ERBIL, IRAQ Shipping Contact: Alin Handola Tel:

2 Name and address only for technical queries: Mr. Ahmed Malah, Mr. Habeeb Abdullah, Note: Do not submit your bid/proposal to the contact persons address! Documents to be submitted with the bid: a. Completed and signed Bid Submission Form b. Bidders Identification Form c. Evidence of Bidder s previous experience and clients d. Technical bid, including product catalogue to demonstrate that specification and quality of the products are in line with the requirements listed in the bidding documents. e. 3 Audit report of the company/firm or authorized letter from bank showing their financial capability. f. A statement whether any import or export licenses are required in respect of the goods to be purchased including any restrictions on the country of origin, use/dual use nature of goods or services, including and disposition to end users; g. Confirmation that licenses of this nature have been obtained in the past and an expectation of obtaining all the necessary licenses should the bid be selected; h. Quality Certificates (ISO, etc.); i. Manufacturer s Authorization of the Company as a Sales Agent (if Supplier is not the manufacturer); j. Certificate of Exclusive Distributorship in the country (if applicable, and if Supplier is not the manufacturer); k. Complete documentation, information and declaration of any goods classified or may be classified as Dangerous Goods. l. Patent Registration Certificates (if any of technologies submitted in the quotation is patented by the Supplier); m. Written Self-Declaration of not being included in the UN Security Council 1267/1989 list, UN Procurement Division List or other UN Ineligibility List; n. Financial bid including the price schedule Partial bids are not allowed under this ITB. Note: Partial bids mean that the bidder does not have to offer all requested commodity types in order to submit a complete bid. However, within each commodity type, full quantities must be offered. INCOTERMS 2010: - Price of goods FCA Point of Departure - Freight cost CFR/DAP Erbil

3 Validity of Bid: The prices of the bid shall be valid for 90 days after the closing date of bid submission as specified by UNFPA. A bid valid for a shorter period shall be rejected by UNFPA. Delivery Time: If awarded with a Long Term Agreement, for each order, delivery shall be made within 4 weeks to UNFPA Iraq, Erbil warehouse or as advised by UNFPA Evaluation of Bids: UNFPA shall compare all substantially responsive bids to determine the lowest priced substantially responsive bid. A substantially responsive bid is one that conforms to all the terms, conditions, and specifications of the bidding documents without material deviation, reservation, or omission. A material deviation, reservation, or omission is one that: a. affects in any substantial way the scope, quality, or performance of the goods and related services specified in the contract; or b. limits in any substantial way, inconsistent with the bidding documents, UNFPA s rights or the bidder s obligations under the contract; or c. if rectified would unfairly affect the competitive position of other bidders presenting substantially responsive bids. Contract Award: UNFPA shall award the contract to the lowest priced bidder s whose bids has been determined to be substantially responsive with the bidding documents, including maximum allowable lead time. Attachments: - Introduction and Requirement Conditions - Description of Goods and Technical Specifications - Bid Submission Form - Bidders Identification Form - Technical specification and requirements of the product (Product Item Overview Form) - Price Schedule Form

4 Annex 1. Introduction and Requirement Condition Introduction: The goods to be procured are Women Dignity Kits, Winter Clothing for Women and New born baby kits for UNFPA s Programme located in Iraq. As a result of this bidding process, UNFPA shall sign non-exclusive Long Term Agreements (LTAs) with one or multiple vendors for two years with possible 1-year extension based on good supplier performance condition. Upon the establishment of the LTA with successful Bidder(s), when there is a requirement for the goods a Request for Quotation (RFQ) will be sent to all the firms with whom an LTA has been signed for the required goods. Quotations will be evaluated based on the lowest priced methodology. At the moment of submitting the RFQ the procurement official will provide indications on the evaluation parameters. In the event of UNFPA signing long term agreements, the following shall apply: The successful Bidder(s) shall accord the same terms and conditions to any other organization within the United Nations System that wishes to avail of such terms, after written consent from the UNFPA Procurement Services Branch; The agreements shall be valid for 2 years starting from the date the LTA was signed with a possibility of further 1 year extension. The successful Bidder(s) shall have the right to review their prices every 12 months from commencement of the LTA, and shall notify UNFPA in writing 90 days prior to the 12-month period of a proposed price decrease or increase. The successful Bidder(s) shall provide proper justification for any price increase. UNFPA shall be entitled to either accept the price decrease / increase or to cancel the LTA, and shall notify the successful Bidder(s) in writing of its decision. The quantities specified in Annex II, Schedule of Requirements may not be reached or may be exceeded during the period of the agreement. The successful Bidder agrees to supply the Goods and Services to all the developing countries, least developed countries and transition countries listed in the following link: The long term agreement template as specified in Annex VI, shall be used for the establishment of the final agreement.

5 UNFPA will not be committed to purchase any minimum quantity of the goods and related Services, and purchases will be made only if and when there is an actual requirement. UNFPA shall not be liable for any cost in the event that no purchases are made under any resulting LTA. All reductions in market prices mandated by the provider will be passed on in full to UNFPA. All bidders are required to submit non-returnable, free of charge product samples. Samples shall be in their final status and packaging as intended to be supplied on Purchase Orders. Bidders are requested to submit exact content mentioned and quantity (Annex 1.1, 1.2 and 1.3) in this bid. Quality of the sample and packing will be one of the criteria in selecting the provider. Samples should be received at UNFPA, Erbil office before the deadline of 06 May Samples should be sent to and be clearly marked with the following: Invitation to Bid (ITB) No. company name, samples. Not for resale or use. ONLY TO BE OPENED BY AUTHORIZED UNFPA PERSONNEL. UNFPA Iraq UNFPA, UN COMPOUND 100 METER STR, NEAR THE AIRPORT INTERSECTION ERBIL, IRAQ Shipping Contact: Alin Handle Tel: handola@unfpa.org Goods Customs clearance, if needed, shall be done by: Insurance Delivery Location Delivery Time Mode of Transport All the goods to be supplied under the contract may have their origin in any country should be international standard UNFPA Country Office Iraq Cargo Insurance is covered by UNFPA global insurance policy. Please do not include insurance costs in your quotation. Erbil, Iraq Required SEA+LAND

6 Currency of Quotation Evaluation Criteria United States Dollars Full compliance to requirements and lowest price Full acceptance of the UNFPA General Terms and Conditions UNFPA will award to: All compliant Bids shall meet the following Type of Contract to be Signed Conditions for Release of Payment One or More supplier Compliance of technical specifications with the specifications given in the ITB Compliance of kit sample with the specifications given in the ITB Compliance with the special and general conditions specified in ITB The supporting documents required which is specified in this ITB Delivery lead time in accordance to Delivery Requirement Quality and functionality of the goods will be evaluated independently from the price by the evaluation team. Other conditions requested in the Bid solicitation documents. LTA + Purchase Order Written Acceptance of Goods of beneficiary based on full compliance with ITB requirements

7 Special Condition Products shall be recently manufactured and have at least 80% of its shelf life remaining at the time of delivery to country of destination. Particular storage conditions (temperature, pressure, humidity, etc.) shall be clearly stated, if applicable. Brand name, country of origin, contents and specifications of each item shall be clearly marked on each item. Language of such information shall be English Liquid items shall be adequately sealed in a way to avoid any leakage during transportation or storage. Bidders shall identify their method of proper sealing. Due to the nature of crisis and emergency, the bidder must confirm agreement on the above Delivery Requirement. The quantity indicated below is our minimum acceptable delivery requirement and the supplier can indicate their maximum capacity in the given the max allowable lead time. Bidders who do not confirm their acceptance to the delivery schedule will be disqualified from any further evaluation. In case of contract award the supplier confirms its capability of delivering and not deviating in any way from the product samples shared for technical review and laboratory analysis (*where appropriate)

8 Annex 1. Description of goods and Technical Specifications The United Nations Population Fund (UNFPA) wishes to appoint one or more vendors in supplying women Dignity Kits, Winter Clothing for Women and New born baby kits in support of UNFPA s programme in Iraq. Shipment Description of Goods Expected quantities to be contracted under duration of the LTA Unit of Measure Delivery schedule from date of each order (CPT/CFR (Erbil, Iraq) 1 RRM Dignity Kit 2 GBV Dignity Kit 3 Winter Clothing for Women and new born babies 300,000 Kit Max. Allowable lead time 4 weeks 100,000 Kit Max. Allowable lead time 4 weeks 50,000 Kit Max. Allowable lead time 4 weeks 1.1 RRM Dignity Kit Content RRM Dignity Kits Content # Item Name Specifications Unit 1 Fleece Blanket Cotton in Black or Dark Navy 1 2 Lady head cover Cotton white, 1 x 1.5m piece 1 3 Sanitary pads Large size box of 10 pieces 3 4 Underwear set 1 panty & 1 tshirt (cotton) (as per LTA) 3 5 Lady slippers Plastic slippers, pair, size 38 & Vaseline Min 50 ml 1 7 Nail clipper Normal size 1 8 Sewing kit sewing needles, white & black threads 1 9 Wet wipes Package of min 90 pieces x Bath towel Cotton, 50 x 100 cm 1 11 Flashlight Crank powered 1

9 12 Bag Water Proof Bag 1 14 Kitting & Packing GBV Dignity Kit Content GBV Dignity Kits # Item Name Specifications Unit 1 Sanitary pads Large size box of 10 pieces 2 2 Panties Cotton women s underwear (2 sizes) 4 3 Anti-Mite Hair Shampoo Bottle of 200ml 1 4 Hair brush Plastic material with plastic pins 1 5 Nail clipper Normal size 1 6 Bath towel Cotton, 50 x 100 cm 1 7 Flashlight Solar powered 1 8 Bag UNFPA Textile bag 1 9 Lady slippers Plastic slippers, pair, size Vaseline Min 50 ml 1 11 Sewing kit sewing needles, white & black threads 1 12 Wet wipes Package of min 90 pieces x Fleece Blanket Cotton in Black or Dark Navy 1 14 Kitting & Packing Winter Clothing for Women and New Born Babies Winter Clothing for Women and New Born Babies # Item Name Specifications Unit 1 Warm Dress for Women Woolen cloth 1 2 Sanitary Pads Large size box of 10 pieces 1 3 Baby Kit Rompers, Baby Blanket, Boots, Bonnet (0 to 3 months, 3 to 6 months) 3

10 Annex 2 Bid Submission Form Name of Bidder: Contact Person: Title: Address: Telephone Number: Date of Bid: Bid No: Currency of Bid price: Delivery time (days from receipt of order till dispatch): (Note: maximum number of days is: 4 weeks from the date of order) Expiration of Validity of Bid/Proposal (The bid shall be valid for a period of at least 90 days after the Closing date.): Vendor s Comments: I hereby certify that this company, which I am duly authorized to sign for, accepts the General Terms and Conditions of UNFPA and we will abide by this bid/proposal until it expires. We undertake, if our bid/proposal is accepted, to commence and complete delivery of all items in the contract within the time frame stipulated. We understand that you are not bound to accept any bid you may receive and that a bidding contract would result only after final negotiations are concluded on the basis of the technical and price bids proposed. Name and title Date and Place

11 Annex Organization Bidders Identification Form Bid No. Company/Institution Name Address, City, Country Telephone/FAX Website Date of establishment Legal Representative: Name/Surname/Position Legal structure: natural person/co.ltd, NGO/institution/other (please specify) Organizational Type: Manufacturer, Wholesaler, Trader, Service provider, etc. Areas of expertise of the organization Current Licenses, if any, and permits (with dates, numbers and expiration dates) Years supplying to UN organizations Years supplying to UNFPA Production Capacity Previous experience in supplying Dignity Kits Subsidiaries in the region (please indicate names of subsidiaries and addresses, if relevant to the bid) Commercial Representatives in the country: Name/Address/Phone (for international companies only)

12 2. Quality Assurance Certification International Quality Management System (QMS) List of other ISO certificates or equivalent certificates Presence and characteristics of in-house quality control laboratory (if relevant to bid) 3. Expertise of Staff Total number of staff Number of staff involved in similar supply contracts 4. Client Reference List Please provide references of main client details Name of company Contact person Telephone 5. Contact details of persons that UNFPA may contact for requests for clarification during bid evaluation Name/Surname Telephone Number (direct) address (direct) P.S.: This person must be available during the next two weeks following receipt of bid

13 Annex 4 Product Item Overview Form Item No. Description and minimum /mandatory specifications [Detailed description to be completed by UNFPA] Description of items offered and Bidder s statements on deviations (To be completed by the bidder) Compliant? (Y/N) (To be completed by UNFPA during evaluation) Fleece Blanket Lady head cover Sanitary pads Underwear set Lady slippers Vaseline Nail clipper Sewing kit Wet wipes Bath towel Flashlight Panties Hair brush Anti-Mite Hair Shampoo Warm Dress for Women Baby Kit Bag (Use the spreadsheet Product Item Overview Form.xls if a large number of items need to be compared.)

14 Annex 5 Price Schedule Form Name of Bidder: Date of Bid: Bid No: Currency of Bid price: Delivery time (days from receipt of order till dispatch): (Note: maximum number of days is: 4 weeks from the date of order) Expiration of Validity of Bid/Proposal (The bid shall be valid for a period of at least 90 days after the Closing date.): You can include an Excel spreadsheet instead of this format. The table columns should be modified as appropriate for the specific case. Item No. price/unit Quantity Transportation cost to destination (specify mode of transportation) Total DAP (Destination) Delivery schedule (days upon order) Vendor s Comments: PROVIDED THAT A PURCHASE ORDER IS ISSUED BY UNFPA WITHIN THE REQUIRED BID VALIDITY PERIOD, THE UNDERSIGNED HEREBY COMMITS, SUBJECT TO THE TERMS OF SUCH PURCHASE ORDER, TO FURNISH ANY OR ALL ITEMS AT THE PRICES OFFERED AND TO DELIVER SAME TO THE DESIGNATED POINT(S) WITHIN THE DELIVERY TIME STATED ABOVE. Name and title Date and Place