Emergency ITB document Invitation to Bid (ITB) No ... - UNFPA Nigeria

UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
Emergency ITB document
United Nations Population Fund (UNFPA)
35 Mamman Nasir Street, Asokoro, Abuja, Nigeria
Tel: + 09-291 3388
Website:www.unfpa.org ,
http://nigeria.unfpa.org
Date: 28 February 2013
Dear Sir/Madam,
Invitation to Bid (ITB) No. EPP 01/2013
We hereby solicit your Bid for the supply of 24,000 Dignity Kits with content of each Kit
consisting of the following technical specifications:
No. Item Unit cost Total cost
1. Sanitary towels of ultra slim
size, individually wrapped in
packets containing 14 napkins
each.(Quantity:2 Packets )
2. Individual bar of toilet soap
150grams weight (Quantity: 6
pieces per kit)
3. Manual Toothbrush suitable for
use at least 3 months
(Quantity: 1)
4. Standard Toothpaste 125 ML
(Quantity: 1)
5. 100% cotton Female
Underwear [full brief panties
of medium size [Large]
(Quantity: 3)
6. Durable Hair Comb of medium
size (Quantity: 1)
7. Headscarf of size 40.55” wide
by 37” deep, polyester material
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Policies and Procedures Manual
Emergency Procurement Procedures
(Quantity: 1)
8. Body lotion/ rubbing oil (200ml
with Flip Open or Screw Cap
suitable for all skin types )
(Quantity: 1)
9. 6 Gram Translucent PVC Bag
with UNFPA logo at the middle
(to package items in Numbers 1
to 8) Must have durability for
at least 3 years (Quantity: 1)
10. Please note that item numbers 1 to 8 should be kitted into the 6 Gram
Translucent PVC Bag to constitute the Dignity Kit.
The consumable items must have a shelf-life or expiry date of at least one
year at delivery, while the non-consumable items should be able to
withstand harsh conditions so materials shall be sturdy and resist heat,
humidity, ample exposure to direct sun light, etc.
If you are interested in submitting a bid for the 24,000 Dignity Kits, kindly fill in the attached
Bid Submission, Price Schedule (Financial Bid) Form and Pre-Qualification Questionnaire
below and submit together with sample of a Dignity Kit in one envelop to the following address
not later than 4.00pm on Tuesday, 12 March 2013:
The Operations Manager
35 Mamman Nasir Street
Asokoro, Abuja
Nigeria
Please ensure to mark your Bid with the ITB reference number EPP 01/2013 and the words
“Sealed bid. Do not open before {4.00pm on Tuesday, 12 March 2013}”.
Email address of Contact Persons for technical clarifications:
kemokai@unfpa.org
Email address of Contact Person for administrative clarification:
alfeu@unfpa.org
timothy@unfpa.org
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
Note: Do not submit your bid/proposal to the contact persons’ email address! This will be a
definite reason for disqualification of the entire bid.
Documents comprising the bid:
a. Completed and signed Bid Submission Form
b. Financial bid consisting of completed and signed Price Schedule Form
c. Technical bid consisting of sample of Dignity Kit to demonstrate that specification and
quality of the products are in line with the requirements listed in the bidding documents
d. Completed and signed Pre Qualification Questionnaire with required supporting
documents
Partial bids are NOT allowed under this ITB. (Note: With partial bids we mean that the bidder is
unable to quote for all the requested items, 1-10. A complete bid is when bidders quote for all
items 1-10, in full quantity.)
The bidder shall be required to quote for ALL items
INCOTERMS 2010:
DAP [Lagos]
Delivery Time:
The maximum allowed delivery time is two weeks upon issuing of purchase order.
Sample
UNFPA reserves the right to request free, non-returnable product, packing and/or packaging
samplers for evaluation of the item prior to any award. Samples shall be subject to technical
review
Evaluation of Bids:
Determination of compliance with the Bid solicitation documents is based on the content of the
Bid itself without recourse to extrinsic evidence. A pass or fail procedure will be utilized in
evaluating the bids that meet the following evaluation criteria:
Compliance with specification in ITB:
Sanitary towels of ultra slim size, individually wrapped in packets
containing 14\15 napkins each.(Quantity:2 Packets )
Compliance with specification in ITB
Pass
Fail
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UNFPA
Policies and Procedures Manual
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Individual bar of toilet soap 150grams weight (Quantity: 6 pieces
per kit)
Compliance with specification in ITB
Manual Toothbrush suitable for use at least 3 months (Quantity: 1)
Compliance with specification in ITB
Standard Toothpaste Tube\125 ML (Quantity: 1)
Compliance with specification in ITB
100% cotton Female Underwear [full brief panties of medium size
[Large] (Quantity: 3)
Compliance with specification in ITB
Durable Hair Comb of medium size (Quantity: 1)
Compliance with specification in ITB
Headscarf of size 40.55” wide by 37” deep, polyester material
(Quantity 1)
Compliance with specification in ITB
Body lotion/ rubbing oil (200ml with Flip Open or Screw Cap
suitable for all skin types ) (Quantity: 1)
Compliance with specification in ITB
6 Gram Translucent PVC Bag with UNFPA logo at the middle (to
package items in Numbers 1 to 8) Must have durability for at least 3
years (Quantity: 1)
MANDATORY SPECIFICATIONS (Supporting documents
required)
Pass
Fail
Delivery Schedule (days upon order) indicated
(Minimum Two weeks).
Company Registered to do business in country of origin
Number of projects\jobs worth more that USD50,000 that has been
successfully completed on provision of Dignity Kits and/or similar
Reproductive Health Equipment\Supplies as Prime Contractor
Number of projects\jobs that has been successfully completed to
supply of dignity kits and\ or similar Reproductive Health
equipment\supplies in the last three years
(At least five projects)
Number of current projects\jobs in progress
(At least three projects)
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Emergency Procurement Procedures
Total value of projects\jobs completed each year:
2012
2011
2010
2009
2008
(At least five projects per year)
Information on Company Vehicles
Information on Company’s Equipment proposed for carrying out the
production of Dignity Kits
Details of Office location
Details of manufacturing site location
Details of staff and workman compensation scheme
Details of qualifications and experience of key personnel proposed
for administration and execution of the contract
Details of proposed Sub-Contracts & Major Suppliers
Details of financial and legal status
Current Financial Details
Details on willingness to accept LTA under UNFPA General Terms
and Conditions
Certification ( i.e endorsement of Questionnaire)
Contract Award:
UNFPA may wish to award contract to one or more vendors to supply the Dignity Kits. UNFPA
shall award the contract to the lowest priced bidder(s) whose bid complies with all the conditions
and technical specifications of this invitation to bid, including the maximum allowable lead time.
UNFPA shall award the Purchase Order(s) to the lowest priced bidder whose bid complies with
all the conditions and technical specifications of this invitation to bid.
UNFPA reserves the right to make multiple arrangements for any item(s) where, in the opinion
of UNFPA, the lowest bidder cannot fully meet the delivery requirements or if it is deemed to be
in UNFPA’s best interest to do so. Any arrangement under this condition shall be made on the
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
basis of the lowest, second lowest, third lowest, etc bid which meets all the requirements in the
above paragraph.
UNFPA reserves the right to reject any bid if a bidder has previously failed to perform properly
or complete on time in accordance with contracts or the bidder who in UNFPA’s perspective is
not in a position to perform the contract.
UNFPA reserves the right to annul the solicitation process and reject all bids at any time prior to
award of purchase order, without thereby incurring any liability to the affected bidder(s) or any
obligation to provide information on the grounds for the buyer’s action.
A bid that is rejected by UNFPA may not be made responsive by the bidder by correction of the
non-conformity. A responsive bid is defined as one which conforms to all the terms and
conditions of the UNFPA’s bid solicitation documents without material deviations. UNFPA shall
determine the responsiveness of each bid with the UNFPA’s bid solicitation documents.
The Bidders waive all rights to appeal against the decision made by UNFPA.
Right to Vary Requirements at Time of Award
UNFPA reserves the right at the time of award of contract to increase or decrease by up to 15%
the quantity of goods specified in this bid without any change in price or other terms and
conditions.
Attachments:
- Completed and signed Bid Submission Form
- Completed and signed Price Schedule Form
- Sample of Dignity Kit ( as Technical specification and requirements of the product)
- Pre Qualification Questionnaire with required supporting documents
Awarding criteria: Contract will be awarded to the lowest priced bidder(s) who complies
with all requirements, specifications and delivery lead time.
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
Bid Submission Form
Name of Bidder:
Contact Person:
Title:
Email Address:
Telephone Number:
Date of Bid:
ITB/RFP No:
Currency of Bid price:
Delivery time (days from receipt of order till dispatch): TWO WEEKS
(Note: maximum number of days is: 14 days)
Expiration of Validity of Bid/Proposal (The bid shall be
valid for a period of at least 6 months after the Closing date.):
Vendor’s Comments:
I hereby certify that this company, which I am duly authorized to sign for, accepts the
Terms and Conditions of UNFPA and we will abide by this bid/proposal until it expires.
We undertake, if our bid/proposal is accepted, to commence and complete delivery of all
items in the contract within the time frame stipulated.
We understand that you are not bound to accept any bid you may receive and that a
bidding contract would result only after final negotiations are concluded on the basis of the
technical and price bids proposed.
Name and title
Date and Place
Note: UNFPA Terms and Conditions are available on the UNFPA Website
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
Price Schedule Form
Name of Bidder:
Date of Bid:
ITB/RFP No:
Currency of Bid price:
Delivery time (days from receipt of order till dispatch): TWO MONTHS
(Note: maximum number of days is: 14 days)
Expiration of Validity of Bid/Proposal (The bid shall be
valid for a period of at least 6 months after the Closing date.):
No. Dignity Kit Item Unit cost Total cost
1. Sanitary towels of ultra slim
size, individually wrapped in
packets containing 14 or 15
napkins each.(Quantity:2
Packets ) *Provide Unit Cost Per
Packet
2. Individual bar of toilet soap
150grams weight (Quantity: 6
pieces )
3. Manual Toothbrush suitable for
use at least 3 months
(Quantity: 1)
4. Standard Toothpaste 125 ML
(Quantity: 1)
5. 100% cotton Female
Underwear [full brief panties
of medium size [Large]
(Quantity: 3)
6. Durable Hair Comb of medium
size (Quantity: 1)
7. Headscarf of size 40.55” wide
by 37” deep, polyester material
(Quantity: 1)
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
8. Body lotion/ rubbing oil (200ml
with Flip Open or Screw Cap
suitable for all skin types )
(Quantity: 1)
9. 6 Gram Translucent PVC Bag
with UNFPA logo at the middle
(to package items in Numbers 1
to 8) Must have durability for
at least 3 years (Quantity: 1)
Total Cost for One Dignity Kit (i.e. Number s 1 to 9)
Item
Price of One
Dignity Kit
(i.e. items 1
to 9 above)
Total Cost
for 24,000
Dignity
Kits
Transportation cost to
destination (specify mode
of transportation) If
applicable
Total DAP
(Destination)
If applicable
Delivery
schedule (days
upon order)
24,000 Dignity
Kits
Vendor’s Comments:
I hereby certify that this company, which I am duly authorized to sign for, accepts the
terms and conditions of UNFPA and we will abide by this bid/proposal until it expires.
Name and title
Date and Place
Note: UNFPA Terms and Conditions are available on the UNFPA Website
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
Invitation to Bid (ITB) No. EPP 01/2013
Pre-Qualification Questionnaire
Notes on Form of pre-Qualification Information
Please provide all the information requested. The information to be filled in by bidders in the
following pages will be used for purposes of post-qualification or for verification of prequalification.
1. DETAILS OF MANUFACTURING AND SUPPLY OF DIGNITY KITS AND\OR SIMILAR
REPRODUCTIVE HEALTH EQUIPMENT\SUPPLIES COMPANY, HISTORY, &
COMMITMENTS
1.1 COMPANY OWNERSHIP STATUS (attach Registration certificates etc).
Organisation
/ Company
Name
Registered With,
&
Registration No.
Date of
incorporation
Director’s
Names
Share Holding
percentage
Address:
__________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
Phone:
___________________________________________________________________________
Fax:
____________________________________________________________________________
Email address:
___________________________________________________________________________
Website:
___________________________________________________________________________
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
1.2 Details of Work Performed as Prime Contractor for Manufacturing and supply of
Dignity Kits and/or similar Reproductive Health Equipment\Supplies with a value
in excess of US$ 50,000.00 in the last three years. (attach completion certificates /
references/recommendations),experience in working with International
companies,
Name of Client
Description
Contract
Value
Completion
Date
Address of
Client
Name of Client’s
Representative,
Phone Number &
Email
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
1.3 Details of Manufacturing and supply of Dignity Kits and\or similar Reproductive
Health Equipment\Supplies Completed over the previous 12 months. (attach
additional sheets if necessary)
Name of Client
Project
Description
Contract
Value
Completion
Date
Address of
Client
Name of Client’s
Representative,
Phone Number &
Email
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
1.4 Current Work in Progress (attach additional sheets if necessary)
Name of Client
Project
Description
Contract
Value
Completion
Date
Address of
Client
Name of Client’s
Representative,
Phone Number &
Email
1.5 Total Value of Projects\Jobs completed each year, for the previous five years.
Year
2012
Countries of Operation
Total Value of Works
in Naira or US$
2011
2010
2009
2008
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UNFPA
Policies and Procedures Manual
Emergency Procurement Procedures
2. COMPANY EQUIPMENT, PERSONNEL & SUB-CONTRACTORS
2.1 Major items of Contractor’s Vehicles/Equipment proposed for carrying out the
production of the Dignity Kits. List all information requested below (attach
additional sheets if necessary).
Vehicle/Equi
pments
Description,
make, and age
(years)
Condition (new,
good, poor) and
number available
Owned, leased (from whom),
or to be purchased (from
whom)
2.2 Details of Office, manufacturing site and location (attach additional sheets if
necessary).;
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
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Policies and Procedures Manual
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2.3 Details of Staff, and workman compensation scheme (attach additional sheets if
necessary).;
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
2.4 Qualifications and experience of key personnel proposed for administration and
execution of the Contract (attach resumes of key personnel).
Position Name Qualifications
Years of experience
in proposed
position
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Policies and Procedures Manual
Emergency Procurement Procedures
2.5 Proposed Sub – Contractors & Major Suppliers
Discipline / Portion
of Works
Approx.
Value of
subcontract
Subcontractor /
Supplier
Name & Address
Details of Similar
experience
3. FINANCIAL DETAILS & LEGAL STATUS
3.1 Financial Referees / References (attach bank conformation that the company’s bank
account is in a good standing)
Bank / Financial
Institution
Name of
Referee
Position
Contact Details
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Policies and Procedures Manual
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3.2 Current Financial Details (attach financial statements & profit/loss statements for the
last 3 years)
Assets
Liabilities
Description Value Description Value
Cash
Bank Accounts
Loans / Overdrafts
Creditors
Debtors
Property
Vehicles / Equipment
TOTAL
TOTAL
4. Long Term Agreement (LTA)
4.1 Will you accept LTA under UNFPA General Terms & Conditions (Copy available on the
UNFPA Website)
No
Yes
4.2 Certification
I, the undersigned, warrant that the information provided in this form is correct and, in the
event of changes, details will be provided as soon as possible:
Name _______________________________ Functional
Title____________________________________
Signature________________________
Date______________________________________________
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