REQUEST FOR QUOTATION (RFQ)
Contents
1. 1 1 Compliance with pricing conditions set in the RFQ 12 Compliance with requirements relating to technical specifications and features and the product s ability to satisfy functional requirements 1 3 Compliance with the Special and General Conditions specified in this Solicitation Documents 1 4 Compliance with start up delivery or installation deadlines set by the procuring entity 1 5 Demonstrated ability to comply with critical provisions such as execution of the Purchase Order by honoring the tax free status of the UN 1 6 Demonstrated ability to honor important responsibilities and liabilities allocated to Supplier in this RFQ warranties or insurance coverage etc 1 7 Proof of after sales service capacity and appropriateness of service network Your offer should indicate agreement to the Conditions stipulated in Annexes II and III ANNEX V 14 United Nations Development Programme Quote Submission Format Provide your quote in the following format List additional costs separately below ar Unit cost S N Item Description Uom QTY USD Refer to Annex 1 for ponder detailed specifications each i Printer Refer to Annex 1 for ah 1 detailed specifications E Refer to Annex 1 for Phowwcoine detailed specifications ae l Refer to Annex 1 for COMMISE detailed specifications sach UPS 500 Wa2. 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 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 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
3. 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 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 United Nations Development Programme 11 ASSIGNMENT AND INSOLVENCY 11 1 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 11 2 Should the Supplier become insolvent or should control of the Supplier change by virtue of insolvency UNDP 12 13 14 15 16 16 1 16 2 may without prejudice to any other rights or remedies immediately terminate this Purchase Order by giving the Supplier written notice of termination 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 f
4. 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 United Nations Development Programme 4 10 RISK OF LOSS Risk of loss damage to or destruction of the goods shall be governed in accordance with DDU Incoterms 2000 unless otherwise agreed upon by the Parties on the front side of this Purchase Order EXPORT LICENCES Notwithstanding any INCOTERM 2000 used in this Purchase Order the Supplier shall obtain any export licences required for the goods 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 INSPECTION 1
5. HP 9250c Digital Sender Scan speed letter Up to 55 ipm black and white up to 33 ipm color Scanner type Flatbed ADF Automatic Document Feeder Digital Sending features Send to email Send to Folder LDAP or local address book email addressing Kerberos and LDAP authentification Group 1 and Group 2 PIN authentification Additional digital sending features DSS 4 0 Authentication Send to email Send to Secure Secondary Email Send to Folder Send to LanFax Address Book Manager Workflow application including Send to Printer and OCR HP DSS 4 is included with the device but should be installed separately Processor 480 MHz Memory 256 MB Hard Disk 40 GB HP high performance hard disk External Keyboard Physical full size retractable QWERTY keyboard Control panel VGA graphical touch screen contrast control dial numeric keypad sleep button reset button stop button start button attention light data light ready light Duty cycle Up to 60 000 images per month Supported file formats PDF TIFF MTIFF JPEG Additional formats available from send to workflow using OCR including XML searchable PDF TXT RTF Word compatible and HTML Paper Handling 50 sheet ADF with automatic two sided scanning Paper Size ADF from 100 x 148 mm to 215 9 x 355 6 mm letter executive legal Flatbed platen glass 216mm x 279mm Paper Weight ADF from 60 to 120 g m Paper Types Paper transparencies labels and cards via glas
6. any arbitration award rendered as a result of such arbitration as the final adjudication of any such controversy claim or dispute 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 10 United Nations Development Programme ANNEX III SPECIAL CONDITIONS Warranty Guarantee of Goods and Installation A warranty of minimum 3 years is required and I year for other equipments If within this period after the goods have been put into service any defects are discovered or arise in the normal course of usage the Supplier shall remedy the defect either by replacement or by repair Preliminary Examination Completeness of Quotations Partial offers are not permitted Language The quotations shall be in English Currency of quotations offers Offers submitted by suppliers may be submitted in USD DELIVERY UNDP Juba CIP Juba DELIVERY PERIOD WITHIN 2 3 WEEKS OF ISSUANCE OF PO Payment Terms Payment will be made by cheque or Bank Transfer within 30 days upon receipt of invoices and certification of satisfactory completion of services by UNDP Award criteria for award of contract The contractor that offers the lowest and most technically compliant quote as per the specifications and features stipulated in
7. or to Have Indiscriminate Effects of 1980 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 SETTLEMENT OF DISPUTES 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 9 United Nations Development Programme 17 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
8. Annex I and that meets the evaluation criteria will be offered the contract Validity of Quotation 60 days from entry into Contract Submission of Quotes By Hand to UNDP Juba Office ATT Josephine Baruch Tucker By Email bids juba undp org VAT or Taxes Purchases by the UNDP are not subject to any VAT Do not include any VAT taxes when bidding or invoicing Request for clarification Bidders requesting clarification of any of the items technical requirements or conditions stipulated in this RFQ shall communicate in writing with UNDP office to bids juba undp org or to assefaw tewolde undp org Quality Assurance ISO ISO 9001 2000 General Terms and Conditions Annex II After Sales Services Evidence of After sales must be provided 11 United Nations Development Programme 12 United Nations Development Programme ANNEX IV Eligibility Criteria 1 The bidder must demonstrate that they have had at least three 3 years acceptable prior experience in supplying IT equipment This qualification will be satisfied by listing at least 3 clients to whom similar requirements have been provided in the table below Failure to provide this information will result in your offer being non responsive Name Address amp telephone No Year 2 Provide the profile of your company 13 United Nations Development Programme EVALUATION CRITERIA
9. IGITAL Sender 1 HP 9250c Digital Sender Scan speed letter Up to 55 ipm black and white up to 33 ipm color Scanner type Flatbed ADF Automatic Document Feeder Digital Sending features Send to email Send to Folder LDAP or local address book email addressing Kerberos and LDAP authentification Group and Group 2 PIN authentification Additional digital sending features DSS 4 0 Authentication Send to email Send to Secure Secondary Email Send to Folder Send to LanFax Address Book Manager Workflow application including Send to Printer and OCR HP DSS 4 is included with the device but should be installed separately Processor 480 MHz Memory 256 MB Hard Disk 40 GB HP high performance hard disk External Keyboard Physical full size retractable QWERTY keyboard Control panel VGA graphical touch screen contrast control dial numeric keypad sleep button reset button stop button start button attention light data light ready light Duty cycle Up to 60 000 images per month Supported file formats PDF TIFF MTIFF JPEG Additional formats available from send to workflow using OCR including XML searchable PDF TXT RTF Word compatible and HTML Paper Handling 50 sheet ADF with automatic two sided scanning Paper Size ADF from 100 x 148 mm to 215 9 x 355 6 mm letter executive legal Flatbed platen glass 216mm x 279mm Paper Weight ADF from 60 to 120 g m Paper Types Paper transparencies label
10. Stand OptiPlex 960 Small Form Factor Base Standard PSU Operating System Genuine Windows 7 Professional to XP Professional SP3 Media English Energy Efficiency Options Dell Energy Smart Power Management Settings Enabled Processors Intel Core 2 Quad Q9550 with VT 2 83GHz 12M 1333MHz FSB Memory 4GB DDR2 Non ECC SDRAM 800MHz 4DIMM Video Cards Integrated Video Intel GMA 4500 Monitors Dell E Series E170S 17in Monitor VGA Only Keyboard Dell Quietkey No Hot Keys English Black Mouse Dell USB Optical Mouse with Scroll All Black Design OptiPlex 960 Small Form Factor Standard Power Supply Boot Hard Drives 250GB 3 5 SATA 3 0Gb s and 8MB DataBurst Cache CD ROM DVD ROM 8X Slimline DVD RW Roxio Creator CyberlinkPowerDVD Productivity Software Microsoft Office 2007 Professional and Adobe Acrobat 9 0 STD Speakers Internal Dell Business Audio Speaker Wireless Intel Wireless Half Mini 5300 Dell OptiPlex Network Adapters NICS Broadcom NetXtreme 10 100 1000 PCIe Gigabit Networking Card Low Profile 3 Year Basic Limited Warranty UPS APC Smart UPS 500 Watts 750 VA Input 120V Output 120V Interface Port DB 9 RS 232 Smart Slot USB Includes CD with software Smart UPS signalling RS 232 cable USB cable User Manual United Nations Development Programme Ink Cartridge for HP Laserjet M4345 MFP ink Cartridge for HP Laserjet P2015dn DIGITAL Sender
11. United Nations Development Programme REQUEST FOR QUOTATION RFQ NAME amp ADDRESS OF FIRM 23 March 2010 REFERENCE RFQ SS ITEQUIPMENT DSS OPS TYPE please mark one 147 2010 Individual Partnership Corporation CONTACT PERSON TELEPHONE No EMAIL ADDRESS Dear Sir Madam The United Nations Development Programme UNDP office in Juba Southern Sudan seeks quotations for supply of IT Equipment as per the specifications and features stipulated in Annex I TO ENABLE YOU TO SUBMIT AN OFFER ATTACHED ARE i General Conditions of Contract Annex II ii Special Conditions Annex II iii Eligibility Criteria Annex IV iv Evaluation Criteria Annex V v Quote Submission Format Price Schedule Annex VI Qquotations submitted by hand mail should be in sealed envelopes and sent to the following address Address UNDP Southern Sudan Procurement Unit ATT Assefaw Tewolde UNDP Office Compound Southern Sudan Juba And Marked RFQ SS ITEQUIPMENT DSS OPS 147 2010 Quotations submitted by email should be sent to the following email address bids juba undp org Quotations should reach the above address no later than 6 April 2010 17 00 hours local time Late quotes will not be accepted Each page of the offer must be dated signed and stamped with company stamp United Nations Development Programme ANNEX I SPECIFICATIONS REQUIREMENTS AND FEATURES OF IT EQUIPMENT DESCRIPTION QUANTITY D
12. is 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 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 1 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 1 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 1 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
13. or any purpose 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 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 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 Be Excessively Injurious
14. s Interfaces One HP Jetdirect Fast Ethernet 10 100 Base TX network port One open EIO slot One device USB port One host USB port for limited applications Operating Systems Supports the standard SMTP LDAP and FTP protocol Scan resolution hardware 600 x 600 dpi Bit depth 8 bit Operating temperature 0 C to 40 C Operating humidity 15 to 80 Power consumption 98W scanning at 55ppm Accoustics 53dB a scanning at 55ppm Dimensions W x D x H 45 2 x 72 4 x 30 4 cm keyboard extended 45 2 x 57 1 x 30 4 cm without keyboard extended Weight 23 09 Kg What s in the box HP 9250c Digital Sender power cord User s Guide DSS 4 0 documentation CD Mylar kit Cable included Yes Warranty standard One year on site warranty for all HW SW accessories United Nations Development Programme Next day onsite response 3 years 1100 Software included HP DSS 4 United Nations Development Programme ANNEX II 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 th
15. s Duplex printing printing on both sides of paper Automatic standard Media sizes standard Letter legal executive index cards envelopes No 10 Monarch Media sizes custom Tray 1 3 x 5 to 8 5 x 14 in Tray 2 5 8 x 8 3 to 8 5 x 14 in Media types Paper bond light heavy plain recycled rough envelopes labels cardstock transparencies heavy media Document finishing Automatic duplexing manual feed sheetfed straight through paper path Memory standard 32 MB maximum 288 MB Processor speed 288 MHz Hard disk None Print languages standard HP PCL 5e HP PCL 6 HP Postscript level 3 emulation with automatic language switching Connectivity standard Hi Speed USB 2 0 compatible port HP Jetdirect Fast Ethernet embedded print server Connectivity optional HP Jetdirect en3700 Fast Ethernet Print Server HP Jetdirect ew2400 802 11g Wireless Print Server Operating temperature Fahrenheit 59 to 90 5 F Dimensions std WxDxH 13 8 x 14 3 x 10 1 in Dimensions max WxDxH 13 8 x 17 7 x 10 1 in Weight U S 24 3 Ib CB368A 1 United Nations Development Programme HP Laserjet M4345 MFP Series 100 Sheet Multipurpose tray and 500 sheet input tray 2 for a total 600 sheet capacity 500 sheet output bin 50 sheet ADF HP Jetdirect Fast Ethernet embedded print server 256 MB DDR RAM One available EIO Slot One Available DIMM slot OptiPlex 960 Small Form Factor with the All in One
16. s and cards via glass Interfaces One HP Jetdirect Fast Ethernet 10 100 Base TX network port One open EIO slot One device USB port One host USB port for limited applications Operating Systems Supports the standard SMTP LDAP and FTP protocol Scan resolution hardware 600 x 600 dpi United Nations Development Programme Bit depth 8 bit Operating temperature 0 C to 40 C Operating humidity 15 to 80 Power consumption 98W scanning at 55ppm Accoustics 53dB a scanning at 55ppm Dimensions W x D x H 45 2 x 72 4 x 30 4 cm keyboard extended 45 2 x 57 1 x 30 4 cm without keyboard extended Weight 23 09 Kg What s in the box HP 9250c Digital Sender power cord User s Guide DSS 4 0 documentation CD Mylar kit Cable included Yes Warranty standard One year on site warranty for all HW SW accessories Next day onsite response 3 years 1100 Software included HP DSS 4 Models HP 9250c Digital Sender HP 9250c Digital Sender with 256MB RAM HP Laserjet P2015dn Recommended monthly print volume 740 to 3000 pages Print speed black best normal quality mode Up to 27 ppm Print quality gt black Up to 1200 x 1200 dpi Resolution technology HP FastRes 1200 1 Cartridge black First page out black 8 5 sec Monthly duty cycle Up to 15000 pages Paper tray s standard 2 maximum 2 plus 50 sheet multipurpose input tray Input capacity standard Up to 250 sheet
17. tts 2 Ink Cartridge for HP Laserjet Refer to Annex 1 for each 2 M4345 MFP detailed specifications ink Cartridge for HP Laserjet Refer to Annex 1 for each P2015dn detailed specifications 2 Lani Refer to Annex 1 for each 2 aptop detailed specifications Sender Refer to Annex 1 for each 2 detailed specifications TOTAL Ship Via Total Freight Cost Insurance Cost Total Item Freight Delivery Time in weeks TOTAL COST USD Company Stamp Signature 15
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