RFQ-UNDP-Ripple Mattress-03
Contents
1. One or more Supplier depending on the following factors Clarify fully how and why will this be achieved Please do not choose this option without indicating the parameters for awarding to multiple Suppliers Type of Contract to be Signed XX Purchase Order gt UNDP reserves the right not to award the contract to the lowest priced offer if the second lowest price among the responsive offer is found to be significantly more superior and the price is higher than the lowest priced compliant offer by not more than 10 and the budget can sufficiently cover the price difference The term more superior as used in this provision shall refer to offers that have exceeded the pre determined requirements established in the specifications Special conditions of Contract X Cancellation of PO Contract if the delivery completion is delayed by 45 days XI Others 1 Supplier shall furnish Performance Security to the Purchaser for an amount of 10 of the Contract Price valid up to no less than 60 days after the date of completion of all contractual obligations including warranty obligations Annex 6 2 During the warranty period free comprehensive annual maintenance and repairs services including testing and calibration labour and spares shall be provided by the supplier 3 If the Supplier having been notified fails to remedy the defect s within the stipulated period the Purchaser ma2. communicates a new deadline to the Proposers 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 Goods offered shall be reviewed based on completeness and compliance of the quotation with the minimum specifications described above and any other annexes providing details of UNDP requirements The quotation that complies with all of the specifications requirements and offers the lowest price as well as all other evaluation criteria indicated shall be selected Any offer that does not meet the requirements shall be rejected Any discrepancy between the unit price and the total price obtained by multiplying the unit price and quantity shall be re computed by UNDP The unit price shall prevail and the total price shall be corrected If the supplier does not accept the final price based on UNDP s re computation and correction of errors its quotation will be rejected 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 Where the information is available in the web a URL for the information may simply be provided This contact person and addr
3. X English French Spanish Others pls specify including dialects if needed Documents to be submitted X Duly Accomplished Form as provided in Annex 2 and in accordance with the list of requirements in Annex 1 O A statement whether any import or export licenses are required in respect of the goods to be purchased including any restrictions on the country of origin use dual use nature of goods or services including and disposition to end users Confirmation that licenses of this nature have been obtained in the past and an expectation of obtaining all the necessary 1 Local vendors must comply with any applicable laws regarding doing business in other currencies Conversion of currency into the UNDP preferred currency if the offer is quoted differently from what is required shall be based only on UN Operational Exchange Rate prevailing at the time of UNDP s issuance of Purchase Order First 2 items in this list are mandatory for the supply of imported goods licenses should the quotation be selected X Quality Certificates ISO etc I Latest Business Registration Certificate Latest Internal Revenue Certificate Tax Clearance XX Manufacturer s Authorization of the Company as a Sales Agent if Supplier is not the manufacturer Certificate of Exclusive Distributorship in the country if applicable and if Supplier is not the manufacture
4. REQUEST FOR QUOTATION RFQ RFQ UNDP Ripple Mattress 03 2014 NAME amp ADDRESS OF FIRM DATE March 24 2014 REFERENCE RFQ UNDP Ripple Mattress 03 2014 Dear Sir Madam We kindly request you to submit your quotation for Ripple Mattress as detailed in Annex 1 of this RFQ When preparing your quotation please be guided by the form attached hereto as Annex 2 Quotations may be submitted on or before March 31 2014 and via Xle mail or Xicourier mail to the address below United Nations Development Programme RFQ UNDP Ripple Mattress 03 2014 55 Lodi Estate New Delhi 110 003 India Email bids dsc undp org Quotations submitted by email must be limited to a maximum of 5 five MB virus free and no more than 5 five 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 good s FCA Delivery Terms
5. 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 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 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 16 2 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 a
6. inspection at the manufacturer s premises and an independent quality control laboratory Testing b The Supplier will make arrangement for storage of Goods at the port of entry at its own cost for the first 30 days after the arrival of shipment The UNDP will be responsible for costs arising from the storage warehousing and demurrage in excess of thirty 30 days resulting from delays due to quality testing procedure c The UNDP will retain the right to perform further inspections and quality testing at any time till the satisfactory installation of Goods as it deems fit at its own cost II For Goods supplied from Within India The goods shall not be dispatched unless they are inspected and cleared for dispatch by UNDP s representative in the Supplier premises The UNDP will arrange a pre shipment inspection and an independent quality control laboratory testing on sample basis The UNDP will retain the right to perform further inspections and quality testing at any time as it deems fit For I and II both The related costs of the pre shipment inspection for the first inspection of goods shall be borne by the UNDP The cost of subsequent inspection due to rejection of Goods at the first inspection shall be borne by the Supplier Inspection will be done by a UNDP s nominated agency to ascertain whether the Goods are in conformity with the Technical Specifications of the Contract or not The Supplier shall put up the goods for such inspec
7. 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 7 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 7 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 perfor
8. 4 15 16 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 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
9. CPT INCOTERMS 2010 CIP Pls link this to price schedule DAP Other DDP Final Destination Customs clearance if needed shall be UNDP done by X Supplier Offeror Freight Forwarder Exact Address es of Delivery Location s As per Consignee Distribution List Annex 7 identify all if multiple UNDP Preferred Freight Forwarder if any Not Applicable Distribution of shipping documents if using freight forwarder Not Applicable Latest Expected Delivery Date and Time if delivery time exceeds this quote may be rejected by UNDP As per Delivery Schedule attached See Annex 7 Time pls indicate Time Zone of Reference pls indicate Delivery Schedule X Required Not Required Packing Requirements Will be intimated at the time of award Mode of Transport AIR LAND SEA OTHER pls specify Preferred Currency of Quotation Indian Rupees INR or in any freely convertible Currency Value Added Tax on Price Quotation X Must be inclusive of VAT and other applicable indirect taxes After sales services required XITwo 2 years warranty and XITechnical Support Xx Others Refer Technical Specifications Deadline for the Submission of Quotation COB Monday March 31 2014 and GMT 5 30 All documentations including catalogs instructions and operating manuals shall be in this language
10. Performance or supervision of the assembly installation and or start up of equipment b Furnishing of tools required for assembly and or maintenance of the supplied Goods along with each equipment c Furnishing of detailed operations and maintenance manual for each appropriate unit of supplied equipment at the time of delivery d After sales service centre should be available at near to the city of Consignee on 24 hrs X 7 days X 365 days basis Complaints should be attended properly maximum within 48 hrs including the travel time Contact details to be provided by the Supplier e Training of the Consignee s personnel on site in assembly start up operation maintenance and or repair of the supplied Good This must be carried out at the time of installation 2 Availability of Spare parts The Supplier may be required to provide any or all of the following materials notifications and information pertaining to spare parts manufactured or distributed by the Supplier a such spare parts as required for maintenance of the equipment during Warranty period providing that this election shall not relieve the Supplier of any warranty obligations under the Contract and b Inthe event of termination of production of the spare parts i Advance notification to the UNDP Consignee West Bengal Medical Services Corporation Limited of the pending termination in sufficient time to permit the UNDP Consignee West Bengal Medical Servic
11. act as applicable under A or B shall be as follows A Payment for Goods supplied from outside India Payment of foreign currency portion shall be made in the currency of the Contract Price in the following manner 1 On Delivery to Consignee Eighty 80 percent of the Contract Price of the Goods shall be paid on delivery of goods to the Consignee within thirty 30 days of submission of documents specified in GT amp C 22 along with Consignee Receipt Certificate Annex 4 issued by the Consignee by direct bank transfer to the Supplier s nominated bank account ii On satisfactory installation training amp commissioning Twenty 20 percent of the Contract Price of Goods received shall be paid within thirty 30 days of satisfactory installation amp commissioning of the Goods and completion of training of the concerned personnel on operation and maintenance the equipment supported by the Satisfactory Installation Training amp Commissioning Certificate Annex 5 issued by the Consignee by direct bank transfer to the Supplier s nominated bank account B Payment for Goods and Services supplied from within India Payment for Goods and Services supplied from within the country shall be made in Indian Rupee as follows i On Delivery to Consignee Eighty 80 percent of the Contract Price of the Goods shall be paid on delivery of goods to the Consignee within 30 days of submission of documents specified in GT amp C 22 alo
12. ad consignment note truck or airway bill or multimodal transport document showing the United Nations Development Programme UNDP on behalf of the West Bengal Medical Services Corporation Limited and delivery through to final destination as stated in the Contract iii Acceptance of Goods by the Consignee i e Consignee Receipt Certificate CRC and Satisfactory Installation Training amp Commissioning of Goods i e Satisfactory Installation Training amp Commissioning Certificate SITC iv Packing list identifying contents of each package v Manufacturer s or Supplier s Warranty certificate covering all items supplied vi Original copy of the Certificate of Inspection furnished to Supplier by the nominated inspection 20 agency where inspection is required vil Supplier s Certificate of Origin covering all items supplied viii The sales Tax department latest Notification with regard to VAT sales Tax applicable ix Any other additional procurement specific document s required for delivery payment purposes Note In the event that the documents presented by the Supplier are not in accordance with the Contract then payment will be made against issue of the Satisfactory Acceptance Installation Certificate issued by the consignee GT amp C 23 Payment Terms The method and conditions of payment to be made to the Supplier Payments will not be made to any other party under this Contr
13. al Factors gt The Unit shall be capable of being stored continuously in ambient temperature of 10 40 C amp relative humidity of 15 90 gt Shall Meet IEC 60601 1 2 2001 or Equivalent BIS general requirements of safety for electromagnetic compatibility gt Shall be capable of operating continuously in ambient temperature of 10 40 C and relative humidity of 15 90 e Power Back up See Annex 7 gt Power input 220 240V 50Hz Single phase or 380 400 V AC50 Hz three phase fitted with appropriated Indian plugs amp sockets e Standards Safety amp Training gt Electrical safety conforms to standards for electrical safety IEC 60601 IS 13450 gt Manufacturer should have ISO certification for quality standards gt The service provider should have the necessary equipment recommended by the manufacturer to carry out preventive maintenance test as per guidelines provided in the service maintenance manual Warranty for 2 years User manual in English Service manual in English List of important spare parts and accessories with their part number and costing VVVV DA Empowered lives Resilient nations Schedule No Items to be Supplied Quantity Description Specifications of Goods Latest Delivery Date gt Compliance report to be submitted in a tabulated and point wise manner clearly mentioning the page para number of original catalogue da
14. 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 18 2 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 0 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
15. d ensure that requirements are properly listed to allow partial quotes e g in lots etc Payment Terms For Schedule 1 i Eighty 80 percent of the Contract Price of the Goods delivered to the Consignee shall be paid within thirty 30 days of submission of invoice along with Consignee Receipt Certificate Annex 4 by direct bank transfer to the Supplier s nominated bank account ii Twenty 20 percent of the Contract Price of Goods received shall be paid on satisfactory installation Training amp commissioning of the Goods and completion of training of the concerned personnel on operation and maintenance the equipment supported by the satisfactory training amp commissioning Certificate Annex 5 issued by the Consignee Liquidated Damages The liquidated damage shall be 0 5 per cent per week for the value of delayed goods The maximum amount of liquidated damages shall be 10 of goods value Evaluation Criteria check as many as applicable X Technical responsiveness Full compliance to requirements and lowest price Comprehensiveness of after sales services X Full acceptance of the PO Contract General Terms and Conditions this is a mandatory criteria and cannot be deleted regardless of the nature of services required Earliest Delivery Shortest Lead Time UNDP will award to XJ One supplier for complete one schedule No partial schedule will be awarded
16. dance 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 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 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 a
17. e Name Designation Date Phone No Fax no NOTE 1 This certificate is to be filled up and issued by representative of the consignee and is to be duly stamped and countersigned by the supervisor 2 Original copy of the certificate shall be given to supplier or his authorized representative and a copy to be transmitted by fax Fax 91 11 2462 7612 to UNDP New Delhi 3 Inthe case of leave or absence of the concerned Specialist the certificate can be signed by the CMO Dy CMO concerned 25 FORM FOR PERFORMANCE SECURITY This must be finalized using the official letterhead of the Issuing Bank Except for indicated fields no changes may be made in this template To UNDP New Delhi India WHEREAS name and address of supplier hereinafter called the Supplier has undertaken in pursuance of PO Contract No dated to deliver the goods and execute related services hereinafter called the Contract AND WHEREAS it has been stipulated by you in the said Contract that the Supplier shall furnish you with a Bank Guarantee by a recognized bank for the sum specified therein as security for compliance with his obligations in accordance with the Contract AND WHEREAS we have agreed to give the Supplier such a Bank Guarantee NOW THEREFORE we hereby affirm that we are the Guarantor and responsible to you on behalf of the Supplier up to a total of amount of guarantee in words and numbers such sum being payab
18. ed UNDP reserves the right to request an extension of the performance security 22 DA Empowered lives Resilient notions Annex 4 CONSIGNEE RECEIPT CERTIFICATE To be given by consignee s authorized representative The following stores have been received in good condition and accepted 1 Name of the item supplied with make and model 2 Contract Purchase Order No 3 Name of the Supplier Manufacturer 4 Schedule No 5 No of Units supplied 6 Place of destination 7 Invoice No amp Date 8 SI No of the Equipment 9 Name and Address of the Consignee 10 Date of receipt by the Consignee 11 Signature of authorized representative of Consignees with date Name of Designation of the signatory also to be specified 12 Seal of the Consignee The undersigned hereby certifies that the aforesaid goods have been received in good condition and accepted Signature of the authorized representative of the consignee Name amp Designation Note i Consignee Receipt Certificate has to reach UNDP within 21 days from the day of receipt of material at the Consignee Any delay beyond 21 days period would be deemed that complete material has been received in correct quantity and has been accepted by you in good condition ii Before filling the above details kindly read the instructions given in appendix A 23 Appendix A Important Points for signing of Consignment Receipt C
19. ency where inspection is required vi Supplier s Certificate of Origin covering all items supplied vii Original copy of the certificate of weight issued by the port authority licensed authority viii Any other additional procurement specific document s required for delivery payment purposes 19 The above documents shall be received by the UNDP at least one week before arrival of Goods at the port or place of arrival and if not received the Supplier will be responsible for any consequent expenses B The supplier shall intimate the Consignee in advance at least 7 days before the dispatch of Goods the expected date of arrival of Goods along with quantity of Goods Along with each consignment the Supplier shall provide the Consignee one original and one copy of the documents mentioned below i Supplier s Delivery note indicating Purchase Order Contract Number Goods description quantity batch number date of expiry etc Delivery note must be signed in original and stamped or sealed with the company stamp seal ii Packing list identifying contents of each package and iii Manufacturer s or Supplier s Warranty certificate covering all items supplied C Upon the delivery of the Goods the Supplier shall notify the UNDP in writing and deliver to the UNDP two sets of documents comprising of one original and one copy of the following i Acceptance of Goods by the Consignee i e Consignee Receip
20. ertificate CRC a b c d e f g h j k 1 No initials should be done on CRC signature block column The person signing the CRC documents should do his her complete signature which should be legible The signatory should write his her complete name in capital letters designation telephone number and his mobile number below the signature If the signatory on the CRC is of the level of store keeper or equivalent then it CRC should be countersigned by the Center In charge or the next person in the seniority The Consignment Receipt Certificate CRC should not be signed by the temporary staff of the organization i e Consultant councilor etc The consignees in number of cases are forgetting to write the date of receipt of material in the CRC The CRC without date of receipt of material would not be accepted In number of cases the official rubber stamp is not legible on the document The official rubber stamp of the consignee should clearly legible on the CRC Two copies of the CRC should be given to the supplier and one dispatched to UNDP directly The address is United Nations Development Programme 55 Lodi Estate New Delhi 110003 There should be no cutting overwriting on the document Wherever there is cutting or over writing on the document this should be initialed signed properly Signature as For is not acceptable on the CRC Signature and other detai
21. es Corporation Limited to procure needed requirements and ii Following such termination furnishing at no cost to the UNDP Consignee West Bengal Medical Services Corporation Limited the blueprints drawings and specifications of the spare parts if requested c Suppliers shall ensure the availability of spare parts for ten years Inventory of the Spare parts required for 8 years Documentation User Technical maintenance manuals to be supplied in English List of installation base with their contact nos Certificate of calibration and inspection from Parent company OEM supplier List of equipment available for providing calibration and routine preventive Maintenance Support As per OEM documentation in service technical manual List of important spare parts and accessories with their part number and costing Log book with instructions for daily weekly monthly and quarterly maintenance checklist The job description of the hospital technician and company service engineer should be clearly spelt out Address amp contact details of service centre to be provided Name and Signature of the Supplier s Authorized Person Designation Date 11 FORM FOR SUBMITTING SUPPLIER S QUOTATION This Form must be submitted only using the Supplier s Official Letterhead Stationery Annex 2 We the undersigned hereby accept in full the UNDP General Terms and Conditions and hereby offer to supply the items listed below i
22. ess is officially designated by UNDP If inquiries are sent to other person s or address es even if they are UNDP staff UNDP shall have no obligation to respond nor can UNDP confirm that the query was received Empowered lives Resilient nations 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 i
23. head of dispatch the name of the carrier the flight number the expected date and time of arrival the Master airway bill and the House airway bill numbers The Supplier shall first fax the above details and then send to the UNDP by courier two sets of documents comprising of one original and one copy of the following i Commercial invoice indicating the United Nations Development Programme UNDP on behalf of the West Bengal Medical Services Corporation Limited the Purchase Order Contract number Goods description quantity unit price and total amount Invoices must be signed in original and stamped or sealed with the company stamp seal ii Negotiable clean on board through bill of lading marked freight prepaid and indicating the United Nations Development Programme UNDP on behalf of the West Bengal Medical Services Corporation Limited and notify Consignees as stated in the Contract with delivery through to final destination as per the Schedule of Requirements and non negotiable bill of lading or railway consignment note road consignment note truck or air waybill or multimodal transport document marked freight prepaid and showing delivery through to final destination as per the Schedule of Requirements iii Packing list identifying contents of each package iv Manufacturer s or Supplier s Warranty Certificate covering all items supplied v Certificate of Inspection furnished to supplier by the nominated ag
24. igations including warranty obligations but excluding CMC services b The Performance Security shall be unconditional and irrevocable and in the form of an unconditional Bank Guarantee Annex 6 Banks issuing Performance Securities must be acceptable to the UNDP Comptroller i e they have to be banks certified by the Central bank of the country to operate as commercial bank The Performance Security shall be denominated in the currencies of payment of the Contract or in Indian Rupees INR in accordance with their portions of the Contract Price and shall have a validity period of sixty 60 days beyond the completion of all contractual liabilities of the Supplier under this contract including warranty UNDP reserves the right to request an extension of the Performance Security Discharge of the Performance Security shall take place upon expiry of the Performance Security or the completion of all contractual liabilities of the Supplier under this contract including warranty The Performance Security shall then be returned to the Vendor by UNDP c In the event of any amendment issued to the Contract the Supplier shall within fifteen 15 days of issue of the amendment furnish the corresponding amendment to the Performance Security as necessary rendering the same valid in all respects in terms of the Contract as amended d UNDP reserves the right to reject the Performance Security should the mentioned conditions be deemed unfulfill
25. ing the quotation and price schedule Official Letterhead Stationery must indicate contact details addresses email phone and fax numbers for verification purposes j If the country of origin requires Export License for the goods being procured or other relevant documents that the country of destination may require the supplier must submit them to UNDP if awarded the PO contract 12 Maintenance As per Technical Specifications _ c Service Unit to be Provided when __ __the Purchased Unit is Under Repair n J d Brand new replacement if Purchased Unit is beyond repair e Others Validity of Quotation All Provisions of the UNDP General Terms and Conditions Other requirements Supplier should be experienced in the field of supply of such equipment and should provide free commissioning at site and training of the operators on use and operation of the equipment trouble shooting and normal maintenance of the equipment All other information that we have not provided automatically implies our full compliance with the requirements terms and conditions of the RFQ Name and Signature of the Supplier s Authorized Person Designation Date 13 Annex 3 General Terms and Conditions 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 accor
26. l not relieve the Supplier from his obligation to complete the Services or from any other of his obligations and liabilities under the Contract GT amp C 21 The Supplier acknowledges that the UNDP acts on behalf of the West Bengal Medical Services Corporation Limited and hereby explicitly agrees that all rights and remedies such as titles of ownership warranties entitlements benefits relating to based on and arising from or associated with the supplied drugs goods equipment and or services under this Contract may be freely assigned transferred agreed upon and disposed between the UNDP and the West Bengal Medical Services Corporation Limited without requiring any further tacit or express acceptance endorsement or acknowledgment by the Supplier GT amp C 22 Delivery of Goods shall be made by the Supplier in accordance with the Schedule of Requirement The details of shipping and or other documents as applicable under I or II to be furnished by the Supplier are I For Goods supplied from outside India A Upon shipment within 24 hours the Supplier shall notify the UNDP in writing the full details of the shipment including Purchase Order Contract number description of the Goods quantity date and port of shipment mode of shipment estimated dates of arrival at the port of entry and the place of destination In the event of Goods sent by airfreight the Supplier shall notify the UNDP a minimum of forty eight 48 hours a
27. le in the types and proportions of currencies in which the Contract Price is payable and we undertake to pay you upon your first written demand and without cavil or argument any sum or sums within the limits of amount of guarantee as aforesaid without your needing to prove or to show grounds or reasons for your demand for the sum specified therein This Guarantee shall expire no later than the insert number day of insert month insert year and any demand for payment under it must be received by us at this office on or before that date SIGNATURE AND SEAL OF THE GUARANTOR BANK 26 f EE a On DIP Empowered lives Resilient notions Annex 7 Consignee Distribution List Timeline for delivery Delivery Within 15 May 2014 WLOL Hay 20 170 Ha 1ey qy2009 10 Hd yeImoH 12 HOW 4ndeupiN indweujag HOW pegepiysiniAl aUlIpal jed1dos JO jOOYUIS 12 WIN lueAjey Has eneyaL Has sndwesas Ha osuesy Hg eljnind Ha HNS Ha Jeseueuysiy Hq eseJeg Ha yeansuyo Equipment Ripple Mattress 27
28. ll be required to guarantee that the equipment will be maintained in good working condition for a minimum period of 351 days out of a period of 365 days i e 96 uptime 8 hours non functioning of the equipment will be considered as one day down time Essential period to shut down the installation entirely or partially shall also be included in the down time while calculating the 96 guaranteed uptime This guaranteed uptime shall be calculated for each block of 365 days The Response time to any fault should be not more than 48 hrs In case the equipment cannot be made functional within 4 days or 96 hours the vendor has to make arrangement for an alternative Maximum time allowable for correcting the fault would be 7 continuous days In case equipment is not useable beyond the stipulated maximum down time the supplier will be required to arrange for an immediate replacement of the same till such time it is so required The supplier shall visit each consignee site as recommended in the manufacturer s technical service operational manual but at least once in three months during the warranty period for preventive maintenance Details of the functional service and maintenance centre s along with complete contact details shall be provided by the Supplier OTHER RELATED SERVICES 1 Incidental Services 10 oeee lt Empowered lives Resilient nations The supplier may be required to provide any or all of the following services a
29. ls on the CRC should be clearly legible The CRC should be immediately dispatched to UNDP and others after the receipt of material The CRC has to reach UNDP within 21 days from the day of receipt of material for the payment Any delay beyond the above stipulated period would be deemed that complete material has been received in correct quantity and has been accepted by you in good condition 24 SATISFACTORY INSTALLATION TRAINING amp COMMISSIONING CERTIFICATE This is to certify that the goods as detailed below have been satisfactorily installed and commissioned and training provided in respect of their operational use a b c d e f g PO Contact No date Description of the goods with model no SI Number s of the goods Quantity Name of the transporter LR RR NO ___ dated Name of the consignee The supplier has fulfilled his contractual obligation with regard to the following services a b c d Satisfactory Installation Performance and commissioning start up of equipment Furnishing of tools required for assembly and or maintenance of the 0c60 E E AE Enter name of Equipment with model Furnishing detailed operation and maintenance manual for each item of supply at each location Training of the paramedics operators users in operating the equipment to the satisfaction of the consignee Signature Name Designation with stamp___ Date Countersigned by Signatur
30. m and without prejudice to any other rights or remedies exercise one or more of the following rights 9 1 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 9 2 Refuse to accept delivery of all or part of the goods 9 3 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 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 may without prejudice to any other rights or remedies immediately terminate this Purchase Order by giving the Supplier written notice of termination 15 12 13 1
31. n a competitive procurement process 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 http www undp org content undp en home operations procurement protestandsanctions UNDP encourages every prospective Vendor to avoid 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 Thank you and we look forward to receiving your quotation Sincerely yours J S Choudhary Procurement Specialist March 24 2014 DA Empowered lives Resilient nations Annex 1 Technical Specifications Schedule Items to be Fales gt Quantity Description Specifications of Goods Delivery No Supplied Date 1 Ripple 170 e Size Rippled part 6ft X 3ft Mattress numbers e Alternate rippling effect with air insufflations amp sucking effect e Air insufflators e 2 tubes for alternate air insufflations e Environment
32. n conformity with the specification and requirements of UNDP as per RFQ Reference No RFQ UNDP Ripple Mattress 03 2014 TABLE 1 Offer to Supply Goods Compliant with Technical Specifications and Requirements SCH BRIEF DESCRIPTION OF GOODS QTY COUNTRY CURRENCY UNIT PRICE TOTAL PRICE NO b c OF ORIGIN e DDP FINAL DDP FINAL a d DESTINATION DESTINATION all all inclusive of inclusive of tax duty tax duty f g c x f 1 Ripple Mattress Two 2 Years manufacturer s Comprehensive Warranty for the 170 functional performance amp also numbers against manufacturing defects DDP Price final destination shall include the entire cost incidental to delivery at final destination including all duties amp taxes to be paid DDP Price of the above equipment shall include Supply Installation Testing Commissioning Training and comprehensive warranty for Equipment TABLE 2 Offer to Comply with Other Conditions and Related Requirements Your Responses No we cannot If you cannot comply comply pls indicate counter proposal Other Information pertaining to our Quotation are as follows Yes we will comply Delivery Lead Time Estimated weight volume dimension of the Consignment Country ies Of Origin Warranty and After Sales Requirements a Training on Operations and This serves as a guide to the Supplier in prepar
33. nd 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 RISK OF LOSS Risk of loss damage to or destruction of the goods shall be governed in accordance with Incoterms 2010 unless otherwise agreed upon by the Parties on the front side of this Purchase Order EXPORT LICENCES Notwithstanding any INCOTERM 2010 used in this Purchase Order the Supplier shall obtain any export licences required for the goods 14 10 11 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
34. ng with Consignee Receipt Certificate Annex 4 issued by the Consignee by direct bank transfer to the Supplier s nominated bank account ii On satisfactory installation training amp commissioning Twenty 20 percent of the Contract Price of Goods received shall be paid within thirty 30 days of satisfactory installation amp commissioning of the Goods and completion of training of the concerned personnel on operation and maintenance the equipment supported by the Satisfactory Installation Training amp Commissioning Certificate Annex 5 issued by the Consignee by direct bank transfer to the Supplier s nominated bank account Payment of local currency portion shall be made in Indian Rupee within thirty 30 days of presentation of an invoice indicating the United Nations Development Programme UNDP on behalf of West Bengal Medical Services Corporation Limited the Purchase Order Contract number description of payment and total amount 21 g signed in original stamped or sealed with the company stamp seal supported by the satisfactory installation Certificate issued by the Consignee GT amp C 24 A Performance Security shall be required a Within 15 days after the Issuance of Purchase Order to Supplier the Supplier shall furnish Performance Security to the UNDP New Delhi for an amount of 10 of the Contract Price valid up to no less than 60 days after the date of completion of all contractual obl
35. pplicable 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 16 DA Empowered lives Resilient nations 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
36. r Evidence Certification of Environmental Sustainability Green Standards of the Company or the Product being supplied Complete documentation information and declaration of any goods classified or may be classified as Dangerous Goods Patent Registration Certificates if any of technologies submitted in the quotation is patented by the Supplier XX Written Self Declaration of not being included in the UN Security Council 1267 1989 list UN Procurement Division List or other UN Ineligibility List XX Others 1 Written Self Declaration Not be insolvent in receivership bankrupt or being wound up or subject to legal proceedings for any of these circumstances 2 Written Self Declaration Not been declared ineligible or blacklisted by the Government of India or state governments 3 Documents showing that the supplier has supplied such equipment of same make to private public sector government organizations Period of Validity of Quotes starting the Submission Date 60 days X 90 days 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 Proposal shall then confirm the extension in writing without any modification whatsoever on the Quotation Partial Quotes X Not permitted Permitted pls provide conditions for partial quotes an
37. t Certificate CRC ii Satisfactory Installation Training amp Commissioning of Equipment at Consignee i e Satisfactory Installation Training amp Commissioning Certificate SITC II For Goods from within India A The Supplier should intimate the Consignee in advance at least 7 days before the dispatch of Goods the expected date of arrival of Goods along with quantity of Goods Along with each consignment the Supplier should provide the Consignee one original and one copy of the documents mentioned below i Consignment Receipt Certificate indicating Goods description quantity batch number date of expiry etc Consignment Receipt Certificates must be signed in original and stamped or sealed with the Consignee s official stamp seal ii Packing list identifying contents of each package Gii Manufacturer s or Supplier s Warranty certificate covering all items supplied B Upon the delivery of the Goods the Supplier shall notify the UNDP in writing and deliver to the UNDP two sets of documents comprising of one original and one copy of the following i Commercial invoice indicating the United Nations Development Programme UNDP on behalf of the West Bengal Medical Services Corporation Limited the Purchase Order Contract number Goods description quantity unit price and total amount Invoices must be signed in original and stamped or sealed with the company stamp seal ii Railway consignment note ro
38. ta sheet Any point if not substantiated with authenticated catalogue manual will not be considered Empowered lives Resilient nations Related Ancillary Services WARRANTY Warranty from the date of acceptance of the goods issue of satisfactory installation amp commissioning certificate Two 2 years manufacturer s comprehensive warranty for the functional performance amp also against manufacturing defects During warranty cost and responsibility of the shifting of the equipment in case so required for repair etc shall be borne by the Supplier without any liability on the consignee Free comprehensive annual maintenance and repairs services including testing and calibration labour and spares shall be provided by the supplier during the period of warranty If the Supplier having been notified fails to remedy the defect s within the stipulated period the UNDP Consignee West Bengal Medical Services Corporation Limited may proceed to take such remedial action as may be necessary at the Supplier s risk and expense and without prejudice to any other rights which the UNDP may have against the Supplier under the Contract The maximum response time for maintenance complaint from any of the destination i e time required for supplier s maintenance engineer to report at the site after a request call fax telegram is made or letter is written shall not exceed 24 hours During the Warranty periods the supplier wi
39. 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 17 Special Terms and Conditions for Goods The following Special Terms and Conditions for Goods shall supplement and or amend the General Terms and Conditions for Goods GT amp C Whenever there is a conflict the provisions herein shall prevail over those in the GT amp C GT amp C 1 In addition Definition GOODS AND SERVICES Goods are hereinafter deemed to include without limitation such equipment spare parts commodities raw materials components intermediate products and products which the Vendor is required to supply pursuant to the Purchase Order Services are hereinafter deemed to include related ancillary services to the supply of the Goods including without limitation installation training transportation and such other obligations as required under this Contract There is no tax exemption as the procurements is on behalf of the state governments and are from their GT amp C 3 z domestic budget TRADE TERMS Whenever an Incoterm is used in this Contract it shall be interpreted in accordance with the GT amp C 4 Incoterms 2010 GT amp C7 The Inspection and tests as applicable under I or II shall be I For Goods supplied from outside India a For goods supplied from outside India UNDP retains the right to perform pre shipment
40. tion to the UNDP s nominated agency inspector for 15 25 days depending on the time required for pre dispatch inspection amp testing ahead of the contractual delivery period so that deliveries to the Consignees are completed as per the contractual delivery period Should any inspected or tested goods fail to conform to the specifications the UNDP may reject them and the supplier shall either replace the rejected goods or make all alterations necessary to meet specification requirements free of cost to the UNDP within a period of 45 forty five days of intimating such rejection 18 GT amp C 10 The Supplier understands that time is of the essence in providing the Services under this Contract If the Supplier shall fail to complete the Services within the time for completion prescribed in the Contract or any extended time for completion in accordance with the Contract then the Supplier shall pay to UNDP 0 5 of the value of the delayed products per week of delay up to a maximum amount of 10 as liquidated damages The said sum shall be payable by the sole fact of the delay without the need for any previous notice or any legal proceedings or proof of damage which shall in all cases be considered as ascertained UNDP may without prejudice to any other method of recovery deduct the amount of such liquidated damages from any monies in its hands due or which may become due to the Supplier The payment or deduction of such damages shal
41. y proceed to take such remedial action as may be necessary at the Supplier s risk and expense and without prejudice to any other rights which the Purchaser may have against the Supplier under the Contract 4 The supplier shall visit each installation site as recommended in the manufacturer s technical service operational manual but at least once in three months during the warranty period for preventive maintenance Conditions for Release of Payment Passing Inspection Complete Installation Passing all Testing I Completion of Training on Operation and Maintenance XX Written Acceptance of Goods based on full compliance with RFQ requirements Others pls specify Annexes to this RFQ XI Specifications of the Goods Required Annex 1 XI Form for Submission of Quotation Annex 2 X General Terms and Conditions Special Terms and Conditions Annex 3 X Others Consignee Receipt Certificate Annex 4 Satisfactory Installation Training Certificate Annex 5 Form of Performance Security Annex 6 and Consignee Distribution List Annex 7 Non acceptance of the terms of the General Terms and Conditions GTC and Special Terms and Conditions STC shall be grounds for disqualification from this procurement process J S Choudhary Contact Person for Inquiries Procurement Specialist Written inquiries only Fax 91 11 2462 7612 Email procurement dsc undp org
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