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REQUEST FOR QUOTATION RFQ Nº UNFPA/FJI/RFQ/24/011

16 May 2024
PDF icon general_conditions_of_contract_-_goods.pdf, File rfq_unfpa_fji_2024_011_laptops_and_accessories.docx, PDF icon rfq_unfpa_fji_2024_011_laptops_and_accessories.pdf

Date: 02 May 2024

 

REQUEST FOR QUOTATION

RFQ Nº UNFPA/FJI/RFQ/24/011

 

Dear Sir/Madam,

 

UNFPA hereby solicits a quotation for the following items:

 

Item N°

Product Name

Product Description

Unit of Measure

Quantity

1

Laptop and Accessories

14th Gen Intel Mobile Core i7 or Intel® Core™ Ultra Processor 7 or equivalent

·       At least Four-Core Processor with at least 4.0 GHz speed and at least 12MB cache

·       At least 16GB DDR4 or DDR5 Memory

·       At least 512GB Solid State Drive

·       Dual-Band (or better) Wireless 802.11ax

·       At least 1 USB-C Thunderbolt 4.0 port

·       At least 1 USB-A version 3.2 (Gen 1 or above) port

·       1 Audio combo port

·       1 HDMI 2.0 (or later) port

·       Security lock Slot

·       Touch Screen 14" FHD (1920 x 1080) Anti-Glare

·       Integrated HD Graphics

·       At least 40Wh Lithium-Ion battery

·       Built-in English Keyboard

·       Touch Fingerprint Reader (preferable but not required)

·       At least 720p resolution webcam

·       Speaker and noise cancelling digital array microphone

·       Metal alloy body (for protection while traveling)

·       AC Adapter with Type I (Australia) AC Power Cord

·       Preloaded Windows 11 Professional 64bit

·       USB-C Docking station (with HDMI and DisplayPort)

·       Carrying bag for laptop (messenger type is preferred)

·       External Wireless Mouse and Keyboard

·       Three years battery warranty

·       At least four years warranty, including accidental damage to the laptop

·       Next business day onsite service warranty

·       Compliance and Standards:  ENERGY STAR and TCO Certified laptop

set

10

 

 

 

  1. About UNFPA

 

UNFPA, the United Nations Population Fund (UNFPA), is an international development agency that works to deliver a world where every pregnancy is wanted, every childbirth is safe and every young person’s potential is fulfilled.  

 

UNFPA is the lead UN agency that expands the possibilities for women and young people to lead healthy sexual and reproductive lives. To read more about UNFPA, please go to: UNFPA about us

 

Objective:

 

The objective of the RFQ is to identify a supplier who can provide UNFPA with all the above-mentioned products.  The selected vendor is expected to provide such products, based on specific Purchase Orders submitted to the vendor.

 

  1. Questions

Questions or requests for further clarifications should be submitted in writing to the contact person below:

 

Name of contact person at UNFPA:

Ashika Mishra

Tel Nº:

+679 3230739

Email address of contact person:

amishra@unfpa.org

 

The deadline for submission of questions is Tuesday 07 May 2024, 5.00pm, Fiji Time. Questions will be answered in writing and shared with all parties as soon as possible after this deadline.

 

  1. Eligible Bidders

This Request for Quotation is open to all eligible bidders; to be considered an eligible bidder for this solicitation process you must comply with the following:

 

  • A bidder must be a legally constituted company that can provide the requested products and have legal capacity to enter into a contract with UNFPA to deliver in the country, or through an authorized representative.
  • A bidder must not have a conflict of interest regarding the solicitation process or with the TORs / Technical Specifications. Bidders found to have a conflict of interest shall be disqualified.
  • At the time of Bid submission, the bidder, including any JV/Consortium members, is not under procurement prohibitions derived from the Compendium of United Nations Security Council Sanctions Lists and has not been suspended, debarred, sanctioned or otherwise identified as ineligible by any UN Organization or the World Bank Group.
  • Bidders must adhere to the UN Supplier Code of Conduct, which may be found by clicking on UN Supplier Code of Conduct.

 

  1. Content of quotations

Quotations should be submitted in a single email whenever possible, depending on file size. Quotations must contain:

 

  1. Technical proposal, in response to the requirements outlined in the specifications should comply with:
    • The bidder shall be required to quote for all items.
  2. Signed Declaration Form, to be submitted strictly in accordance with the document.
  3. Price quotation, to be submitted strictly in accordance with the price quotation form.

 

Both parts of the quotation must be signed by the company’s relevant authority and submitted in PDF format.

 

  1. Instructions for submission

Proposals should be prepared based on the guidelines set forth in Section IV above, along with a properly filled out and signed price quotation form and are to be sent by email to the contact person indicated below no later than: Thursday 16 May 2024 at 5:00 PM Fiji Time.

 

Email address of contact person:

amishra@unfpa.org

 

Please note the following guidelines for electronic submissions:

 

  • The following reference must be included in the email subject line: RFQ Nº UNFPA/FJI/RFQ/24/011 –Supply of Laptops and Accessories. Proposals that do not contain the correct email subject line may be overlooked by the procurement officer and therefore not considered.
  • The total email size may not exceed 20 MB (including email body, encoded attachments and headers). Where the technical details are in large electronic files, it is recommended that these be sent separately before the deadline.
  • Any quotation submitted will be regarded as an offer by the bidder and does not constitute or imply acceptance of the quotation by UNFPA. UNFPA is under no obligation to award a contract to any bidder as a result of this RFQ. 

 

  1. Overview of Evaluation Process

Quotations will be evaluated based on the compliance with the technical specifications and the total cost of the goods (as per price quote).

 

The evaluation will be carried out in a two-step process by an ad-hoc evaluation panel. Technical proposals will be evaluated for technical compliance prior to the comparison of price quotes.

 

  1. Award

In case of a satisfactory result from the evaluation process, UNFPA shall award a Purchase Order to the lowest priced bidder whose bid has been determined to be substantially compliant with the bidding documents.

 

  1. Right to Vary Requirements at Time of Award

UNFPA reserves the right at the time of award of Contract to increase or decrease, by up to 20%, the volume of goods specified in this RFQ without any change in unit prices or other terms and conditions.

 

  1. Payment Terms

UNFPA payment terms are net 30 days upon receipt of shipping documents, invoice and other documentation required by the contract.

 

 

 

 

  1. Fraud and Corruption

UNFPA is committed to preventing, identifying, and addressing all acts of fraud against UNFPA, as well as against third parties involved in UNFPA activities. UNFPA’s Policy regarding fraud and corruption is available here:  Fraud Policy. Submission of a proposal implies that the Bidder is aware of this policy.

 

Suppliers, their subsidiaries, agents, intermediaries and principals must cooperate with the UNFPA Office of Audit and Investigations Services as well as with any other oversight entity authorized by the Executive Director and with the UNFPA Ethics Advisor as and when required.  Such cooperation shall include, but not be limited to, the following: access to all employees, representatives agents and assignees of the vendor; as well as production of all documents requested, including financial records.  Failure to fully cooperate with investigations will be considered sufficient grounds to allow UNFPA to repudiate and terminate the Agreement, and to debar and remove the supplier from UNFPA's list of registered suppliers.

 

A confidential Anti-Fraud Hotline is available to any Bidder to report suspicious fraudulent activities at UNFPA Investigation Hotline.

 

  1. Zero Tolerance

UNFPA has adopted a zero-tolerance policy on gifts and hospitality. Suppliers are therefore requested not to send gifts or offer hospitality to UNFPA personnel. Further details on this policy are available here: Zero Tolerance Policy.

 

  1. RFQ Protest

Bidder(s) perceiving that they have been unjustly or unfairly treated in connection with a solicitation, evaluation, or award of a contract may submit a complaint to the UNFPA Head of the Business Unit Mr. Iori Kato, UNFPA PSRO Director and Representative at kato@unfpa.org. Should the supplier be unsatisfied with the reply provided by the UNFPA Head of the Business Unit, the supplier may contact the Chief, Supply Chain Management Unit at supplychain@unfpa.org.

 

  1. Disclaimer

Should any of the links in this RFQ document be unavailable or inaccessible for any reason, bidders can contact the Procurement Officer in charge of the procurement to request for them to share a PDF version of such document(s).

 

 

PRICE QUOTATION FORM

 

Name of Bidder:

 

Date of the quotation:

Click here to enter a date.

Request for quotation Nº:

UNFPA/FJI/RFQ/24/011

Currency of quotation:

FJD

Validity of quotation:

(The quotation shall be valid for a period of at least 3 months after the submission deadline.)

 

 

Price Quotation Form

Item

Product Name & Description

UOM

Unit Price

Number of Units

Total

(FJD)

1

 

 

 

 

 

2

 

 

 

 

 

3

 

 

 

 

 

4

 

 

 

 

 

5

Delivery Charges based on the following 2020 Incoterm, to:

Choose an item.

Each

 

1

 

Level 6 Kadavu House, 414 Victoria Parade,

Suva

Fiji

GRAND TOTAL

 
             

 

 
 

Vendor’s Comments:

 

 

 

 

 

I hereby certify that the company mentioned above, which I am duly authorized to sign for, has reviewed RFQ UNFPA/FJI/RFQ/24/011 including all annexes, amendments to the RFQ document (if applicable) and the responses provided by UNFPA on clarification questions from the prospective service providers.  Further, the company accepts the General Conditions of Contract for UNFPA, and we will abide by this quotation until it expires.

 

 

 

Click here to enter a date.

 

Name and title

Date and place

 

 

 

DECLARATION FORM

The undersigned, being a duly authorized representative of the Company represents and declares that:

1.       

The Company and its Management[1] have not been found guilty pursuant to a final judgement or a final administrative decision of any of the following:

YES

NO

 
  1. Fraud;

☐

☐

 
  1. Corruption;

☐

☐

 
  1. conduct related to a criminal organization;

☐

☐

 
  1. money laundering or terrorist financing;

☐

☐

 
  1. terrorist offences or offences linked to terrorist activities;

☐

☐

 
  1. sexual exploitation and abuse;

☐

☐

 
  1. child labour, forced labour, human trafficking; or

☐

☐

 
  1. irregularity (non-compliance with any legal or regulatory requirement applicable to the Organization or its Management).

☐

☐

2.       

The Company and its Management have not been found guilty pursuant to a final judgment or a final administrative decision of grave professional misconduct. 

☐

☐

3.       

The Company and its Management are not: bankrupt, subject to insolvency or winding-up procedures, subject to the administration of assets by a liquidator or a court, in an arrangement with creditors, subject to a legal suspension of business activities, or in any analogous situation arising from a similar procedure provided for under applicable national law.

☐

☐

4.       

The Company and its Management have not been the subject of a final judgment or a final administrative decision finding them in breach of their obligations relating to the payment of taxes or social security contributions.

☐

☐

5.       

The Company and its Management have not been the subject of a final judgment or a final administrative decision which found they created an entity in a different jurisdiction with the intent to circumvent fiscal, social or any other legal obligations in the jurisdiction of its registered office, central administration, or principal place of business (creating a shell company).

☐

☐

6.       

The Company and its Management have not been the subject of a final judgment or a final administrative decision which found the Company was created with the intent referred to in point (5) (being a shell company).

☐

☐

 

The UNFPA reserves the right to disqualify the Company, suspend or terminate any contract or other arrangement between the UNFPA and the Company, with immediate effect and without liability, in the event of any misrepresentation made by the Company in this Declaration.

 

It is the responsibility of the Company to immediately inform the UNFPA of any changes in the situations declared above.

 

This Declaration is in addition to, and does not replace or cancel, or operate as a waiver of, any terms of contractual arrangements between the UNFPA and the Company.

Signature:

 

Date:

 

Name and Title:

 

Name of the Company:

 

RFQ Nº:

 

Postal Address:

 

Email:

 

 

 

 

ANNEX I:

General Conditions of Contracts:

De Minimis Contracts

 

 

This Request for Quotation is subject to UNFPA’s General Conditions of Contract: De Minimis Contracts, which are available in: English, Spanish and French

 

 

[1] “Management” means any person having powers of representation, decision-making or control over the Organization. This may include, for example, executive management and all other persons holding downstream managerial authority, anyone on the board of directors, and controlling shareholders.