Request For Quotation for Rehabilitation for Agriculture sites in Hadramout

GENERAL INSTRUCTION TO SUPPLIERS (GIS)

Description of Goods:

IOM request prospective suppliers to submit quotations for Rehabilitation for Agricultures sites in Hadramout.

Bid No.

Bid Description

Each shall be provided in Separate Envelope

Unit

1

Procurement and installation of  solar water pumping unit, According to the attached BoQ and specifications.

Site reference: 1 - Well NO G16 - بئر رقم G16

Please see attached BoQ

2

Procurement and installation of  solar water pumping unit, According to the attached BoQ and specifications

Site reference: 2 - Well NO G18 - بئر رقم G18

Please see attached BoQ

3

Procurement and installation of  solar water pumping unit, According to the attached BoQ and specifications

Site reference: 3 - Well NO G19 - بئر رقم G19

Please see attached BoQ

2.      Corrupt, Fraudulent, and Coercive Practices

IOM requires that all IOM Staff, manufacturers, suppliers or distributors, observe the highest standard of ethics during the procurement and execution of all contracts. IOM shall reject any proposal put forward by Suppliers, or where applicable, terminate their contract, if it is determined that they have engaged in corrupt, fraudulent, collusive or coercive practices. In pursuance of this policy, IOM defines for purposes of this paragraph the terms set forth below as follows:

  • Corrupt practice means the offering, giving, receiving or soliciting, directly or indirectly, of any thing of value to influence the action of the Procuring/Contracting Entity in the procurement process or in contract execution;
  • Fraudulent practice is any act or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, the Procuring/Contracting Entity in the procurement process or the execution of a contract, to obtain a financial gain or other benefit to avoid an obligation;
  • Collusive practice is an undisclosed arrangement between two or more bidders designed to artificially alter the results of the tender procedure to obtain a financial gain or other benefit;
  • Coercive practice is impairing or harming, or threatening to impair or harm, directly or indirectly, any participant in the tender process to influence improperly its activities in a procurement process, or affect the execution of a contract

3.      Conflict of Interest

All Suppliers found to have conflicting interests shall be disqualified to participate in the procurement at hand. A Supplier may be considered to have conflicting interest under any of the circumstances set forth below:

  • A Supplier has controlling shareholders in common with another Supplier;
  • A Supplier receives or has received any direct or indirect subsidy from another Supplier;
  • A Supplier has the same representative as that of another Supplier for purposes of this quotation;
  • A Supplier has a relationship, directly or through third parties, that puts them in a position to have access to information about or influence on the Quotation of another or influence the decisions of the Mission/Procuring Entity regarding this quotation process;
  • A Supplier submits more than one Quotation in this Quotation process;
  • A Supplier who participated as a consultant in the preparation of the design or technical specifications of the Goods and related services that are subject of this quotation process.

4.      Eligible Suppliers

Only Suppliers that are determined to be qualified shall be considered for award.  The Supplier shall fill up and submit the standard IOM Vendor Information Sheet (VIS) (Annex D) to establish their eligibility together with the Quotation.

5.      Cost of Preparing the Quotation

The Supplier shall bear all costs associated with the preparation and submission of his Quotation and IOM will not in any case be responsible and liable for the costs incurred.

6.      Errors, omissions, inaccuracies and clarifications

The documents and forms requested for the purpose of soliciting Quotations shall form part of the Contract; hence care should be taken in completing these documents.

Suppliers shall not be entitled to base any claims on errors, omissions, or inaccuracies made in the Quotation Documents.

Suppliers requiring any clarifications on the content of this document may notify the IOM in writing at the following address.
[IOM Aden sub-office located in Abbas Zaki street, behind the German consulate, UN enclave, Khormakser district, Aden, Yemen]

IOM will respond to any request for clarification received on or before [17 February 2019]. Copies of the response including description of the clarification will be given to all Suppliers who received this General Instruction, without identifying the source of the inquiry. 

7.      Confidentiality and Non-Disclosure
All information given in writing to or verbally shared with the Supplier in connection with this General Instruction is to be treated as strictly confidential. The Supplier shall not share or invoke such information to any third party without the prior written approval of IOM. This obligation shall continue after the procurement process has been completed whether or not the Supplier is successful.

8.      IOM’s Right to Accept any Quotation and to Reject any and all Quotations
IOM reserves the right to accept or reject any Quotation, and to cancel the procurement process and reject all Quotations, at any time prior to award of contract, without thereby incurring any liability to the affected Supplier/s or any obligation to inform the affected Supplier/s of the ground for IOM’s action.

9.      Requirements

Quotation Documents

The following shall constitute the Quotation Documents to be submitted by the Suppliers:

  1. Quotation Form (Annex A)
  2. BoQs (Annex B,C,F,K,L)

C.)  Sign and stamp the copy of this Request of Quotation and General Instructions to Suppliers.

D.)  GIS_ General Instruction for Suppliers and Service Providers.

E.)  PO Standard Terms and Conditions (Annex E)

F.)  Vendor Information Sheet (Annex D)

Suppliers are required to use the forms provided as Annexes in this document.

9.2    Quotation Form

The Quotation Form (Annex A) and other required documents shall be duly signed and accomplished and typewritten or written in indelible ink.  Any correction made to the prices, rates or to any other information shall be rewritten in indelible ink and initialed by the person signing the Quotation Form.
The language of the Quotation shall be in [English] and prices shall be quoted in [US dollars], exclusive of VAT.
Prices quoted by the Supplier shall be fixed during Supplier performance of the contract and not subject to price escalation and variation on any account, unless otherwise approved by IOM. A submitted quotation with an adjustable price quotation will be treated as non responsive and will be rejected.

9.3    Validity of Quotation Price

The Quotation shall remain valid for a minimum period of [30 calendar days], after the deadline for submission.
In exceptional circumstances, prior to expiry of the period of validity of quotations, IOM may request that the Suppliers extend the period of validity for a specified additional period. The request and the response there to shall be made in writing. A supplier agreeing to the request will not be required or permitted to modify its quotation.

9.4    Documents Establishing Supplier’s Eligibility and Qualification

The Supplier shall furnish, as part of its Quotation, documents establishing the Supplier’s eligibility to submit Quotation and its qualifications to perform the contract if its Quotation is accepted. The IOM’s standard Vendors Information Sheet (Annex D) shall be used for this purpose.
In the case of a Supplier not doing business within the Mission’s country, the Supplier is or will be (if awarded the contract) represented by an Agent in that country equipped, and be able to carry out the Supplier’s maintenance, repair and spare parts-stocking obligations prescribed in the Conditions of Contract and/or Technical Specifications [include this clause only if relevant-usually for high value equipment].

10.    Submission of Quotation Documents

Quotation must be submitted in a sealed envelope. The Supplier must seal the original and copy of the Quotation Documents as stated in item 9.1 (Quotation Documents) and shall be addressed to [Hossam Saeed _ Procurement focal point in IOM Aden sub office]

Envelopes shall be titled with RFQ Reference number indicated in the beginning of the request.                 

Quotation shall be submitted by [hand delivery] to the above address on or before [17 February 2019 before 11:30 am]. Late Quotations will not be accepted.

11.    Opening of Quotations.

At the indicated time and place, the opening of Quotations shall be carried out by IOM in the presence of the Contractors who wish to attend. IOM reserve the right to conduct opening of Quotations in public or not.

12.    Acceptance of Quotations.

IOM is not bound to take an immediate decision on the acceptability or unacceptability of Quotations at the time of their opening.

13.    Rejection of Quotations

Quotation can be rejected for the following reasons:

  • the Quotation  is not presented in accordance with this General Instruction;
  • the Quotation Form  or any document which is part of the Quotation Document is not signed;
  • the Supplier is currently under list of blacklisted suppliers;
  • the Supplier offer imposes certain basic conditions unacceptable to IOM

IOM is not bound to accept any offer received and reserves the right to waive any minor defect in an offer, provided, however, that such minor defect (i) does not modify the substance of the offer and (ii) does not change the relative ranking of the Suppliers.  

14.    Evaluation of Quotations

IOM shall evaluate and compare the Quotations on the basis of the following:

  1. Completeness and responsiveness of the documents mentioned in 9.1
  2. Compliance with technical specifications including delivery requirement
  3. Overall Price and Price per section.
  4. Company profile.

Arithmetical errors will be corrected on the following basis.  If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail, and the total price shall be corrected.  If the Supplier does not accept the correction of the errors, its Quotation will be rejected. If there is a discrepancy between words and figures, the amount in words will prevail.

15.    Post Qualification

Prior to award, post-qualification will be carried out by IOM to further determine the selected Supplier’s technical and financial capability to perform the contract. IOM shall verify and validate any documents/information submitted and shall conduct ocular inspection of the office, plant and equipment.

16.    Award of Purchase Order / Contract 

The Supplier that has submitted the lowest evaluated Price, substantially responsive to the requirements of this General Instruction and who has been determined to be qualified to perform the contract shall be selected and awarded the contract.
IOM shall notify the selected Supplier through a Notice of Award or Purchase order. IOM shall also notify in writing, the other Suppliers who were not selected without disclosing the reason for rejection. 

17.    Delivery Site and Period of Delivery

The goods should be delivered at the following delivery site/s:

[As per the list of items and To be determined upon award on final destination]

Delivery period shall be within [No maximum of 30 calendar days] upon signing of the Purchase Order or Contract.

18.    Liquidated Damages

If the Supplier fails to deliver any or all of the goods within the period specified in Clause 17 above, a penalty payment of 0.1% of the price of the undelivered goods for every day of breach of the delivery schedule by the Supplier will be requested.

19.    Payment

Payment shall be made only upon IOM’s acceptance of the goods/services, and upon IOM’s receipt of invoice describing the goods delivered.

IOM may grant an advance payment equivalent to maximum of [usually 10% to 15%] of the Contract Amount upon submission of a claim and a Bank Guarantee for the equivalent amount valid until the goods are delivered and in the form provided in Annex E. The bank guarantee may be waived if the advanced amount is less than USD Ten Thousand Dollars (USD10,000).

20.    Warranty

Warranty shall be quoted based on the standard warranties provided by the manufacturer unless specified in the Technical Specifications of this General Instruction. A Warranty Certificate shall be provided by the Supplier.

21.    Settlement of Dispute

The United Nations Commission on International Trade Law (UNCITRAL) arbitration rules will apply for any dispute, controversy or claim that will arise in relation to the procurement process.

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