Long Term Agreement for Printing Services and Production of Promotional Items for UNDP CO / UNDP Projects in Turkmenistan
Dear Sir / Madam:
We kindly request you to submit your quotation for printing services detailed in attached Schedule of Requirements in Annex 1 and Technical Specifications in Annex 2 of this RFQ announced by UNDP Country Office in Turkmenistan.When preparing your quotation, please, use the template attached hereto as Annex 3 and Annex 4.
Quotations may be submitted on or before close of business (18:00) onNovember 10, 2015 and via:
ü in a sealed envelope marked“RFQ-TKM-023-2015” to the following address:
United Nations Development Programme
Turkmenistan, Ashgabat, UN Building 40, 1995 (Galkynysh) street
Fax no: (+99312) 425317/425388
Quotations submitted by email must be limited to a maximum of 10 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.
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, 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 goods:
Scope of this RFQ
Scope of this RFQ covers 3 separate lots as follows:
1. Lot # 1: Laser Printing
2. Lot # 2: Offset Printing
3. Lot # 3: Promotional Items
ü DAP Ashgabat, Turkmenistan
Supplier shall be responsible for loading/unloading of materials at destination.
Exact Address/es of Delivery Location/s (identify all, if multiple)
UN Building, 40, 1995 (Galkynysh) street
Various locations in Ashgabat
Latest Expected Delivery Date and Time (if delivery time exceeds this, quote may be rejected by UNDP)
Delivery date for each order will be agreed between UNDP and Supplier at the time of placing the order based on its quantity and complexity but in no case will be later than 30 calendar days from the date of approval by UNDP of the final version of the materials to be printed.
The supplier shall warrant the printed materials are duly packaged for easy transportation as well as to avoid any damage during shipping and storage of the products.
Each secondary package shall contain title of material, language in which the material is printed and quantity.
Preferred Currency of Quotation
ü United States Dollars
Please, note payments to national (local) suppliers will be paid in local currency (TMT) using the UN Operational exchange rate.
Value Added Tax on Price Quotation
ü Must be exclusive of VAT and other applicable indirect taxes
Deadline for the Submission of Quotation
Quotations should be submitted before close of business (18:00) onNovember 10, 2015.
Documents to be submitted
ü Duly Accomplished Price Schedule Formsas provided in Annexes 3.1, 3.2, 3.3, and in accordance with Schedule of Requirements in Annex 1 and Technical Specification in Annex 2;
ü Duly Accomplished Compliance Formas provided in Annex 4;
ü Company profile– brief information about your company including contact information, type of business, number of years in business (min. requirement - 2 years), any experience with UN organization etc. As may be appropriate, please, include brochures or leaflet with information about your company, but not exceeding 5 pages;
ü Availability of at least two satisfactory performance letters from previous clients.
ü Latest Business Registration Certificates (e.g. patent, registration certificate, license and /or other permissions to perform this type of services and other appropriate registration documents);
Failure to provide all the above mentioned information may result in the quotation being rejected.
Period of Validity of Quotes starting from the Submission Date
ü 120 days
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 Vendor shall then confirm the extension in writing, without any modification whatsoever on the Quotation.
Language of quotations
ü English, or
Conditions for Submitting Quotations for Parts or Sub-Parts of the Total Requirements
Quotations can be submitted for any or all lots.
Quotations partially covering the Lot will be rejected. Partial lots are not accepted, bids containing partial lots will be considered incomplete.
A Pre-Bid Conference will be held on:
ü There will be no pre-bid conference for this RFQ.
Advanced Payment upon signing of contract
ü Not allowed.
ü 100% shall be paid within 30 days upon complete delivery of services, signature of acceptance act and submission of (signed & stamped) final invoice.
Conditions for Release of Payment
Written acceptance of goods based on full compliance with order requirements.
If the contractor fails to deliver the specified goods within the time period(s) stipulated by the Contract, UNDP shall, without prejudice to its other remedies under the contract, deduct from the payments due to the Contractor, as liquidated damages, a sum equivalent to 0.1 percent (%) of the actual contract price per calendar day. Once the delay reaches to the maximum limit 10% of the contract value, UNDP may consider termination of the Contract.
ü Non-discretionary “Pass” or “Fail” rating on the detailed contents of the Schedule of Requirements and Technical Specifications.
ü Lowest price offer of technically qualified/responsive quotation.
ü Full acceptance of the Purchase Order /Contract General Terms and Conditions.
ü Compliance on the following qualification requirements.
Bid Evaluation Criteria:
ü Minimum no. of years of experience in the field of printing: 2 years.
ü Availability of at least two satisfactory performance letters from previous clients.
ü Ability to register printing materials in Turkmenistan will be considered as an advantage.
ü Full compliance of Bid to the Technical Requirements.
UNDP will award contract to:
ü One or more Bidders (maximum 2), depending of the following factors:
- Contract will be awarded to the technically responsive company (ies) that offers the lowest price overall in all tables in each separate Lot.
- The number of qualified bidders able to handle the printing volume for UNDP and UNDP projects.
- The contract shall be awarded to ensure equal distribution and based on need, urgency and availability.
ü Evaluation of the bids will be based on Lots:
Lot 1: Laser Printing
Lot 2: Offset Printing
Lot 3: Promotional Items
Latest Expected Date for Commencement of Contract
ü 01 January 2016
Maximum Expected Duration of Contract
The contract will be for a period of 3 years commencing on 01 January 2016. The contract shall be issued initially for a period of 2 (two) years and extended based on satisfactory performance and operational needs.
Type of Contract to be Signed
ü The UNDP Long Terms Agreement
The UNDP will issue Purchase Orders from time to time during the term of this two-year arrangement making reference to the two years agreement and setting out the quantities required and other instructions for design and layout.
Other UN agencies may also be entitled to use this LTA and issue Purchase Orders to the supplier citing this LTA.
Post Qualification Actions
ü Inquiry and reference checking with other previous clients on the quality of performance on ongoing or previous contracts completed.
ü Testing and sampling of completed goods/services similar to the requirements of UNDP.
ü Physical inspection of the bidder’s plant, factory, branches or other places where business can be seen, with or without notice to the bidder.
Annexes to this RFQ
ü Schedule of Requirements (Annex 1)
ü Technical Specifications (Annex 2)
ü Price Schedule Form (Annex 3)
- Annex 3.1 Price Schedule Form for Lot # 1:
- Annex 3.2 Price Schedule Form for Lot # 2:
- Annex 3.3 Price Schedule Form for Lot # 3: PROMOTIONAL ITEMS
ü Offer to comply with other conditions and related requirements (Annex 4)
ü General Terms and Conditions / Special Conditions (Annex 5)
ü Photos of sample products
Non-acceptance of the terms of the General Terms and Conditions (GTC) shall be grounds for disqualification from this procurement process.
Manner of Disseminating Supplemental Information to this RFQ and responses/clarifications to queries
ü Direct communication to prospective Bidders by email or fax, and posting on the website:
2. http://www.tm.undp.org (Procurement Section)
Contact Details for submitting clarifications/questions
(Written inquiries only)
Aygul Atabayeva, Procurement Associate
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.
After UNDP has identified the lowest price offer, UNDP reserves the right to award the contract based only on the prices of the goods in the event that the transportation cost (freight and insurance) is found to be higher than UNDP’s own estimated cost if sourced from its own freight forwarder and insurance provider.
At any time during the validity of the quotation, no price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by UNDP after it has received the quotation. At the time of award of Contract or Purchase Order, UNDP reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty five per cent (25%) of the total offer, without any change in the unit price or other terms and conditions.
Any Purchase Order that will be issued as a result of this RFQ shall be subject to the General Terms and Conditions attached hereto. The mere act of submission of a quotation implies that the vendor accepts without question the General Terms and Conditions of UNDP herein attached as Annex 3.
UNDP is not bound to accept any quotation, nor award a contract/Purchase Order, nor be responsible for any costs associated with a Supplier’s preparation and submission of a quotation, regardless of the outcome or the manner of conducting the selection process.
Please be advised that UNDP’s vendor protest procedure is intended to afford an opportunity to appeal for persons or firms not awarded a purchase order or contract in a competitive procurement process.In the event thatyou believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link: http://www.undp.org/procurement/protest.shtml.
UNDP encourages every prospective Vendor toavoid and prevent conflicts of interest, by disclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFQ.
UNDP implements a zero tolerance on fraud and other proscribed practices, and is committed to identifying and addressing all such acts and practices against UNDP, as well as third parties involved in UNDP activities. UNDP expects its suppliers to adhere to the UN Supplier Code of Conduct found in this link : http://www.un.org/depts/ptd/pdf/conduct_english.pdf