United Nations Development Programme. UNDP Sudan REFERENCE: RFQ/KRT/GF/12/031 DATE: 17/05/2012

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1 UNDP Sudan Number: RFQ/KRT/GF/12/031 Page 1 of 14 REFERENCE: RFQ/KRT/GF/12/031 DATE: 17/05/2012 ISSUING OFFICE: UNITED NATION DEVELOPMENT PROGRAMME (UNDP) Attention: Global Fund Programme Management Unit UNDP Compound, House 7, Block 5, Gama a Avenue, P. O. Box 913, Khartoum, Sudan bid.queries.gfatm@undp.org Subject: Request for Quotation (RFQ) No: RFQ/KRT/GF/12/031 - Supply, delivery and installation of Storage Racks for the Central Warehouse in Khartoum North, Khartoum State The United Nations Development Programme (UNDP), Khartoum, Republic of Sudan, hereby invites you to submit a quotation for the Supply, delivery and installation of Storage Racks in The Central warehouse in Industrial Area, Khartoum North (east to Salomi Italy Factory), Khartoum state (hereunder referred to as the Goods ). The RFQ shall be guided by the following: 1. Supply of the Goods shall be bound by the provisions contained in the following documents, which shall take precedence over one another in case of conflict in the following order:- a) UNDP General Terms and Conditions for Goods Annex VI b) Technical Specifications - Annex III c) Schedule of Requirements - Annex IV d) Special Conditions - Annex I e) Price Schedule - Annex V f) Bid submission form - Annex II 2. Submittals: The following should be submitted as part of your quotation: a) A duly completed copy of the Bid Submission Form b) A duly completed copy of the Price Schedule c) Required products brochures, Data sheets, specifications, company profiles, list of similar projects or/and any relevant documents. 3. Deadline: Quotations must be delivered to UNDP Sudan via or delivered in hard copy not later than 16:00 (local time Khartoum), on 03 June 2012, addressed to: Name of Office: United Nations Development Programme (UNDP) Attention: Global Fund Programme Management Unit, UNDP Compound, House 7, Block 5, Gama a Avenue, P. O. Box 913, Khartoum, Sudan or sent via at the following address: procurement.gf.sd@undp.org Late bids shall be rejected. Page 1 of 14

2 Page 2 of Additional information may be requested from: bid.queries.gfatm@undp.org : Kindly refrain from phone calls. 5. Evaluation: Quotations will be evaluated based on the following criteria: a. Compliance with terms and conditions of the RFQ including required submissions b. Experiences for similar projects c. Price and delivery time 6. Vendor protest: Our vendor protest procedure is intended to afford an opportunity to appeal to persons or firms not awarded a purchase order or contract in a competitive procurement process. It is not available to non-responsive or non-timely proposers/bidders or when all proposals/bids are rejected. In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link: Page 2 of 14

3 Page 3 of 14 Annex I: Special Conditions SPECIAL CONDITIONS Lead Time for service delivery All works are expected to be complete within two (2) months after signature of Purchase Order. Location & Contact Persons Submission Form Central Warehouse, Khartoum State Location: Khartoum North, Industrial Area east to Salomi Italy factory Plot No. 21, Block No. 7. Please refer to annex IV for details Vendor has to use the Submission Form under Annex II Price Proposal and Currency The price schedule format is provided under Annex V. All prices shall be quoted in United States Dollars (USD) or Sudanese Pound (SDG). To facilitate evaluation and comparison, the Purchaser will convert all Bid Prices expressed in the amounts in various currencies in which the Bid Prices are payable to US dollars at the official UN exchange rate on the last day for Submission of Bids. (The UN Rate of exchange for May is 1USD 2.88SDG). The Selection Criteria Payment Terms - Compliance with requirements relating to technical design features or the product s ability to satisfy functional requirements. - Compliance with the UNDP General Conditions for Goods. - Compliance with start-up, delivery and installation deadlines specified in the RFQ. Within 30 days after receipt of invoices and certification by UNDP of the satisfactory completion of the supply, delivery and installation of the goods. Validity of Quotation 90 days. Language English language in all documents. Request for Clarification Bidders requesting clarification of any of the items, technical Page 3 of 14

4 Page 4 of 14 requirements or conditions stipulated in this RFQ shall communicate in writing with the GFATM procurement section on bid.queries.gfatm@undp.org Export License All bidders must aware that the goods and services are for the benefit of the Government under UNDP s development assistance framework and goods purchased will normally be transferred to the national partners, or to an entity nominated by it, in accordance with UNDP s policies and procedures. The bidder shall include in their proposal: A statement whether any import or export licenses are required in respect of the goods to be purchased or service to be rendered including any restrictions on the country of origin, use/dual use nature of goods or services, including and disposition to end users; Confirmation that he has obtained licenses of this nature in the past and have an expectation of obtaining all the necessary licenses should their bid be successful. Page 4 of 14

5 Page 5 of 14 Annex II: Bid Submission Form To: The procuring entity Dear Sir / Madam, Having examined the Bidding Documents, the receipt of which is hereby duly acknowledged, we, the undersigned, offer to [supply, deliver and install Storage Racking System] in conformity with the said bidding documents for the sum of [total bid amount in words and figures] as may be ascertained in accordance with the Price Schedule attached herewith and made part of this Bid. We undertake, if our Bid is accepted, to deliver the goods in accordance with the delivery schedule specified in the Schedule of Requirements. We agree to abide by this Bid for a period of [90] days from the date fixed for opening of Bids in the Request for Quotation, 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..... day of..... [year] Signature [in the capacity of] Duly authorized to sign the Bid for and on behalf of Page 5 of 14

6 Page 6 of 14 CENTERAL WAREHOUSE SHELVING SPECIFICATION: 1- General Specification: Annex III: Technical Specifications The required shelving system is required to provide the mentioned warehouse with two type of shelving systems: A. Wide Aisle Pallet racks (18 units/pays with 2 levels- as per the provided layout) B. long Span shelving (105 units/pays with 4 level as per the provided specifications) The system should allow for the following features: Free standing Long span shelving Additional shelf levels are easily clipped in and are adjustable. Bays can be extended by simply adding beams onto existing uprights. Heavy duty shelving system. The offered type should be combatable with the general specifications; the selected type will be examined as per the technical specifications. Bidders should provide complete technical specifications with their bids. Bids without technical specification will not be evaluated. 2- Technical Specifications: 2.1 Wide Aisle Pallet Racks. The System should allow for vertical and horizontal adjustment. Should be able to carry pallets of 90 cm width, 120 cm length and a load height 120 cm The pallet weight is 500 lbs (about 220 Kg ) The below layout should be maintained for estimating the system requirement (dimensions in mm) : Maximum available height is 4 meters All component should be manufactured according to BS or equivalent Required Submittal: 1- Layout plans, elevations and connections details. 2- Product brochures including pictures and accessories details 3- Data sheets 4- Bill of quantities of the whole systems. 5- Optional Accessories to be provided in separated BoQ.

7 Page 7 of long Span shelving: Page 7 of 14

8 Page 8 of 14 Pay Dimensions: Hight = 2500 mm Leanth= 2000m Depth = 600 mm No. Levels= 4 (the offset of the first level should be at lease 100 mm from the floor ) Levels hight = minmum 600 mm Fixing of Shelves: The bidder is responsible of providing, transporting and fixing the shelves at the specified locations in the bid documents. Four (4) units/ pays should be fixed in each warehouse Frames component; Upright frame columns consist of 3" or 4" structural channel steel. Upright frames are punched on 4" vertical centers. Beam connector clips specially punched allow for vertical adjustability in 2" increments. Diagonal and horizontal braces are used throughout the entire frame... braces are, 2"x2" and 1.5"x1.5" structural angles welded to the columns. Up to 75% more substantial than competitive structural racks. Footpads are made of 7-gauge steel plates and welded to each column, efficiently dispersing floor loads. Each footpad features multiple anchor holes, facilitating installation and re-anchoring. Has a safety factor equaling 1.92: 1. Has minimum safety yields: Columns = 50,000 p.s.i. Balance = 36,000 p.s.i. 2-3 Load Beams Beams should be constructed of either structural "C"-channel or formed step beams Beam Connections Beam connectors should be constructed of heavy 5-gauge steel plates, featuring a wraparound design. Beams should be bolted to the upright frame column, allowing no need for an extra safety lock to secure the connection. Each end of each load beam is bolted to the column with two grade-5 bolts and nuts, providing 57% higher moment capacity than a one-bolt design. Every connector plate features round holes, not slots. Bolted beams should be easily adjustable in 2" vertical increments and can be adjusted just as easily and quickly as boltless designs. Page 8 of 14

9 Page 9 of Detail description of the main components: Rack Beams: Manufactured with high-strength steel Beams to be connected to the uprights using a 3-pin or 4-pin teardrop connector Tubular step or "L"-shaped beam to be used to prevents moisture from getting trapped and rusting the steel Safety clips should be added to prevent the release pins from engaging Rack Upright Frames -Ultra-tough, heavy duty steel uprights Upright frames are open-back style 15 gauge steel Posts are 3-3/16" wide and 2-9/16" deep Footplates are bolted onto the base of the posts for load stability and come pre-drilled for floor anchors Teardrop style slots to allow for beams to be vertically adjusted in 2" increments Diagonal and horizontal braces are bolted in throughout the entire frame. The number of which depend on frame height

10 Page 10 of 14 Annex IV: Schedule of Requirements The Supplier is required to perform/execute supply and installation of Storage Racks System for Central Warehouse at Industrial Area Plot No. 21, Block No. 7, Khartoum North (Bahri) east to Salomi Italy factory; Khartoum State, according to the Price Schedule and Technical Specifications. The Supplier shall implement the project based on a detailed work plan. The Supplier is expected to produce/perform works which conforms in quality/quantity and accuracy of detailed specification. The Supplier is to institute a quality control system to ensure adequate monitoring of the installation process at all times. TERMS OF DELIVERY: The supply, delivery and installation works to be executed are to be completed within two (2) months from the date of the Purchase Order signature. Page 10 of 14

11 Page 11 of 14 Annex V: Price Schedule 1. The Price Schedule must provide a detailed cost breakdown for each item. 2. Technical descriptions for each proposed item must provide sufficient detail to allow the Purchaser to determine compliance of Bid with specifications as per Schedule of Requirements and Technical Specifications of this RFQ. 3. Estimated weight/volume of the consignment must be part of the documentation submitted. 4. All prices/rates quoted must be exclusive of all taxes, since the United Nations, including its subsidiary organs, is exempt from taxes. For locally registered companies that are required by law to pay VAT, this information should be included in the bid submission. Upon issuance of contract, UNDP will accept and pay for the VAT amount in the invoices ONLY if the VAT registration number is clearly indicated on the invoice. 5. The format shown on the following pages should be used in preparing the Price Schedule. In addition to the hard copy, if possible please provide also the information in soft copy on CD Rom or memory stick. (Please indicate the Currency) 3 Description 3 1 Supply, Delivery and Installation of Wide Aisle Pallet Racks as per the specification provided in Annex III Unit of QTY Measure unit 18 *Unit Price Total Price 2 Supply, Delivery and Installation of long span Racking system as per the specification provided in Annex III Unit 105 Total in Figure (Please indicate the Currency) Total in Words: *Unit price should be based on (DAP Incoterms 2010) final designated sites. Note: In case of discrepancy between unit price and total, the unit price shall prevail. Signature of Bidder.. Page 11 of 14

12 Page 12 of 14 Annex VI: UNDP General Terms and Conditions for Goods 1. ACCEPTANCE OF THE PURCHASE ORDER This Purchase Order may only be accepted by the Supplier's signing and returning an acknowledgement copy of it or by timely delivery of the goods in accordance with the terms of this Purchase Order, as herein specified. Acceptance of this Purchase Order shall effect a contract between the Parties under which the rights and obligations of the Parties shall be governed solely by the terms and conditions of this Purchase Order, including these General Conditions. No additional or inconsistent provisions proposed by the Supplier shall bind UNDP unless agreed to in writing by a duly authorized official of UNDP. 2. PAYMENT 2.1 UNDP shall, on fulfillment of the Delivery Terms, unless otherwise provided in this Purchase Order, make payment within 30 days of receipt of the Supplier's invoice for the goods and copies of the shipping documents specified in this Purchase Order. 2.2 Payment against the invoice referred to above will reflect any discount shown under the payment terms of this Purchase Order, provided payment is made within the period required by such payment terms. 2.3 Unless authorized by UNDP, the Supplier shall submit one invoice in respect of this Purchase Order, and such invoice must indicate the Purchase Order's identification number. 2.4 The prices shown in this Purchase Order may not be increased except by express written agreement of UNDP. 3. TAX EXEMPTION 3.1 Section 7 of the Convention on the Privileges and Immunities of the United Nations provides, inter alia, that the United Nations, including its subsidiary organs, is exempt from all direct taxes, except charges for utilities services, and is exempt from customs duties and charges of a similar nature in respect of articles imported or exported for its official use. In the event any governmental authority refuses to recognize UNDP's exemption from such taxes, duties or charges, the Supplier shall immediately consult with UNDP to determine a mutually acceptable procedure. 3.2 Accordingly, the Supplier authorizes UNDP to deduct from the Supplier's invoice any amount representing such taxes, duties or charges, unless the Supplier has consulted with UNDP before the payment thereof and UNDP has, in each instance, specifically authorized the Supplier to pay such taxes, duties or charges under protest. In that event, the Supplier shall provide UNDP with written evidence that payment of such taxes, duties or charges has been made and appropriately authorized. 4. RISK OF LOSS Risk of loss, damage to or destruction of the goods shall be governed in accordance with DAP Incoterms 2010, unless otherwise agreed upon by the Parties on the front side of this Purchase Order. 5. EXPORT LICENCES Notwithstanding any INCOTERM 2000 used in this Purchase Order, the Supplier shall obtain any export licences required for the goods. 6. FITNESS OF GOODS/PACKAGING The Supplier warrants that the goods, including packaging, conform to the specifications for the goods ordered under this Purchase Order and are fit for the purposes for which such goods are ordinarily used and for purposes expressly made known to the Supplier by UNDP, and are free from defects in workmanship and materials. The Supplier also warrants that the goods are contained or packaged adequately to protect the goods. 7. INSPECTION 1. UNDP shall have a reasonable time after delivery of the goods to inspect them and to reject and refuse acceptance of goods not conforming to this Purchase Order; payment for goods pursuant to this Purchase Order shall not be deemed an acceptance of the goods. 2. Inspection prior to shipment does not relieve the Supplier from any of its contractual obligations. Page 12 of 14

13 Page 13 of INTELLECTUAL PROPERTY INFRINGEMENT The Supplier warrants that the use or supply by UNDP of the goods sold under this Purchase Order does not infringe any patent, design, trade-name or trade-mark. In addition, the Supplier shall, pursuant to this warranty, indemnify, defend and hold UNDP and the United Nations harmless from any actions or claims brought against UNDP or the United Nations pertaining to the alleged infringement of a patent, design, trade-name or trade-mark arising in connection with the goods sold under this Purchase Order. 9. RIGHTS OF UNDP In case of failure by the Supplier to fulfil its obligations under the terms and conditions of this Purchase Order, including but not limited to failure to obtain necessary export licences, or to make delivery of all or part of the goods by the agreed delivery date or dates, UNDP may, after giving the Supplier reasonable notice to perform and without prejudice to any other rights or remedies, exercise one or more of the following rights: a) Procure all or part of the goods from other sources, in which event UNDP may hold the Supplier responsible for any excess cost occasioned thereby. b) Refuse to accept delivery of all or part of the goods. c) Cancel this Purchase Order without any liability for termination charges or any other liability of any kind of UNDP. 10. LATE DELIVERY Without limiting any other rights or obligations of the parties hereunder, if the Supplier will be unable to deliver the goods by the delivery date(s) stipulated in this Purchase Order, the Supplier shall (i) immediately consult with UNDP to determine the most expeditious means for delivering the goods and (ii) use an expedited means of delivery, at the Supplier's cost (unless the delay is due to Force Majeure), if reasonably so requested by UNDP. 11. ASSIGNMENT AND INSOLVENCY The Supplier shall not, except after obtaining the written consent of UNDP, assign, transfer, pledge or make other disposition of this Purchase Order, or any part thereof, or any of the Supplier's rights or obligations under this Purchase Order Should the Supplier become insolvent or should control of the Supplier change by virtue of insolvency, UNDP may, without prejudice to any other rights or remedies, immediately terminate this Purchase Order by giving the Supplier written notice of termination. 12. USE OF UNDP OR UNITED NATIONS NAME OR EMBLEM The Supplier shall not use the name, emblem or official seal of UNDP or the United Nations for any purpose. 13. PROHIBITION ON ADVERTISING The Supplier shall not advertise or otherwise make public that it is furnishing goods or services to UNDP without specific permission of UNDP in each instance. 14. CHILD LABOUR The Supplier represents and warrants that neither it nor any of its affiliates is engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child, including Article 32 thereof, which, inter alia, requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere with the child's education, or to be harmful to the child's health or physical, mental, spiritual, moral or social development. Any breach of this representation and warranty shall entitle UNDP to terminate this Purchase Order immediately upon notice to the Supplier, without any liability for termination charges or any other liability of any kind of UNDP. 15. MINES The Supplier represents and warrants that neither it nor any of its affiliates is actively and directly engaged in patent activities, development, assembly, production, trade or manufacture of mines or in such activities in respect of components primarily utilized in the manufacture of Mines. The term "Mines" means those devices defined in Article 2, Paragraphs 1, 4 and 5 of Protocol II annexed to the Convention on Prohibitions and Restrictions on the Use of Certain Conventional Weapons Which May Be Deemed to Page 13 of 14

14 Page 14 of 14 Be Excessively Injurious or to Have Indiscriminate Effects of Any breach of this representation and warranty shall entitle UNDP to terminate this Purchase Order immediately upon notice to the Supplier, without any liability for termination charges or any other liability of any kind of UNDP. 16. SETTLEMENT OF DISPUTES 16.1 Amicable Settlement The Parties shall use their best efforts to settle amicably any dispute, controversy or claim arising out of, or relating to this Purchase Order or the breach, termination or invalidity thereof. Where the Parties wish to seek such an amicable settlement through conciliation, the conciliation shall take place in accordance with the UNCITRAL Conciliation Rules then obtaining, or according to such other procedure as may be agreed between the Parties Arbitration Unless, any such dispute, controversy or claim between the Parties arising out of or relating to this Purchase Order or the breach, termination or invalidity thereof is settled amicably under the preceding paragraph of this Section within sixty (60) days after receipt by one Party of the other Party's request for such amicable settlement, such dispute, controversy or claim shall be referred by either Party to arbitration in accordance with the UNCITRAL Arbitration Rules then obtaining, including its provisions on applicable law. The arbitral tribunal shall have no authority to award punitive damages. The Parties shall be bound by any arbitration award rendered as a result of such arbitration as the final adjudication of any such controversy, claim or dispute. 17. PRIVILEGES AND IMMUNITIES Nothing in or related to these General Terms and Conditions or this Purchase Order shall be deemed a waiver of any of the privileges and immunities of the United Nations, including its subsidiary organs. 18. SEXUAL EXPLOITATION: 18.1 The Contractor shall take all appropriate measures to prevent sexual exploitation or abuse of anyone by it or by any of its employees or any other persons who may be engaged by the Contractor to perform any services under the Contract. For these purposes, sexual activity with any person less than eighteen years of age, regardless of any laws relating to consent, shall constitute the sexual exploitation and abuse of such person. In addition, the Contractor shall refrain from, and shall take all appropriate measures to prohibit its employees or other persons engaged by it from, exchanging any money, goods, services, offers of employment or other things of value, for sexual favors or activities, or from engaging in any sexual activities that are exploitive or degrading to any person. The Contractor acknowledges and agrees that the provisions hereof constitute an essential term of the Contract and that any breach of this representation and warranty shall entitle UNDP to terminate the Contract immediately upon notice to the Contractor, without any liability for termination charges or any other liability of any kind UNDP shall not apply the foregoing standard relating to age in any case in which the Contractor s personnel or any other person who may be engaged by the Contractor to perform any services under the Contract is married to the person less than the age of eighteen years with whom sexual activity has occurred and in which such marriage is recognized as valid under the laws of the country of citizenship of such Contractor s personnel or such other person who may be engaged by the Contractor to perform any services under the Contract. 19. OFFICIALS NOT TO BENEFIT: The Contractor warrants that no official of UNDP or the United Nations has received or will be offered by the Contractor any direct or indirect benefit arising from this Contract or the award thereof. The Contractor agrees that breach of this provision is a breach of an essential term of this Contract. 20. AUTHORITY TO MODIFY: Pursuant to the Financial Regulations and Rules of UNDP, only the UNDP Authorized Official possess the authority to agree on behalf of UNDP to any modification of or change in this Agreement, to a waiver of any of its provisions or to any additional contractual relationship of any kind with the Contractor. Accordingly, no modification or change in this Contract shall be valid and enforceable against UNDP unless provided by an amendment to this Agreement signed by the Contractor and jointly by the UNDP Authorized Official. Page 14 of 14