REQUEST FOR QUOTATION (RFQ)

(representative )

DATE: 17.06.2015

REFERENCE: RFQ/UNDP CO/578/2015

Dear Sir / Madam:

We kindly request you to submit your quotation for 1 (one) representative vehicle for UNDP
country office in Belarus, 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 17:00 (Minsk local time) 08.07.2015 by e-mail,
courier mail or facsimile to the address below:

UNDP Office in Belarus

6th Floor, 17, Kirova str.
Minsk, 220050, Republic of Belarus
Fax: +375 (17) 226-03-40
e-mail: [email protected]

Quotations submitted by email must be limited to a maximum of 7 MB, virus-free and no more
than 5 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 (phone number for the inquiries: +375 17 327 48 76). 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:

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 CIP Minsk (Belarus)
Delivery Terms
[INCOTERMS 2010]

Customs clearance, if UNDP

needed, shall be done by:
Exact Address/es of Delivery Customs clearance office in Belarus (customs clearance office PTO
Location/s HORIZONT or another, exact location shall be agreed with the
supplier additionally)

 Not Required
UNDP Preferred Freight
Forwarder, if any
Shipping documents should be sent to the address:
Distribution of shipping UNDP office in Belarus
documents (if using freight 220050, Belarus, Minsk, Kirova str., 17, 6th floor
forwarder)
Copies of the documents should be sent to the e-mail address:
[email protected]

Latest Expected Delivery  September 2015. Alternative time of delivery could be accepted
Date and Time (if delivery
time exceeds this, quote may
be rejected by UNDP)
Not Required
Delivery Schedule
Not Required
Packing Requirements
Any
Mode of Transport
United States Dollars
Preferred Euro
Currency of Quotation Local Currency : Belarusian rubles (BYR)

During the financial evaluation stage, the UNDP will convert the
amount of financial proposals in various currencies to US dollars at
the official UN exchange rate on the last day for submission of
Quotations.

Value Added Tax on Price Must be exclusive of VAT and other applicable indirect taxes.
Quotation The price proposals of the offerors, non-residents of the Republic of
Belarus shall not include VAT. In the price proposals of the offerors,
residents of the Republic of Belarus, VAT, if included, shall be clearly
indicated in the price proposal. In such a case, VAT, if any, will be
paid to the Supplier and reimbursed to UNDP by the Ministry of
Finances of the Republic of Belarus. The financial offers will be
compared without VAT

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After-sales services required  Not less than two (2) years of operation for all units and
assemblies;
Availability of service centers in the Republic of Belarus,
guaranteed supply and delivery of spare parts as soon as possible;
payment by bank transfer.

Deadline for the Submission 17:00 (Minsk local time), 08.07.2015

of Quotation
All documentations, including  English, or
catalogs, instructions and  Russian
operating manuals, shall be
in this language
 Duly Accomplished Form as provided in Annex 2, and in
Documents to be submitted accordance with the list of requirements in Annex 1;

Duly Accomplished Form with the company background

information as provided in Annex 3;

Copy of the Offeror’s State Registration Certificate, duly signed by

the authorized person and stamped with the Offeror’s seal;

 Documentary evidence (dealership agreement, etc) that the

Offeror has been duly authorized by the manufacturer or producer
of goods to supply and service the goods in the case of the Offeror
proposing to supply goods which it did not manufacture or
otherwise produce;

Manufacturer’s documentary materials confirming technical and

functional characteristics of the offered all wheel drive vehicle in
Russian or English;

Details and address of the company (service centre) authorized to

perform guarantee and post-guarantee maintenance and servicing
of the vehicle in the Republic of Belarus.

 90 days
Period of Validity of Quotes
starting the Submission Date 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  Not permitted

Conditions for Submitting  The Offeror has the right to submit one or several alternative
Alternative Quotes quotations, which shall be made as separate Offers (Annexes 2-3)
and marked with the Latin letters: А, B, C and etc. The alternative
quotations will be evaluated as separate quotations.

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  100% upon complete delivery of goods
Payment Terms
 2 % of contract amount for every 10 days of delay, up to a
Liquidated Damages maximum duration of 30 days. Thereafter, the contract may be
terminated

Evaluation Criteria Technical responsiveness/Full compliance to requirements and

lowest price. 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;
Comprehensiveness of after-sales services;
 Full acceptance of the PO/Contract General Terms and Conditions.

Non-acceptance of the terms of the General Terms and Conditions

(GTC) shall be grounds for disqualification from this procurement
process

UNDP will award to: One and only one supplier

Type of Contract to be Signed  Purchase Order

Special conditions of Contract  PO/Contract may be cancelled if the delivery/completion is

delayed by 30 days

Conditions for Release of Written Acceptance of vehicle based on full compliance with RFQ
Payment requirements

Annexes to this RFQ Technical Specifications of the Vehicle (Annex 1)

 Form for Submission of Quotation (Annex 2)
Form with the company background information (Annex 3)
Yuliya Vaskova
Contact Person for Inquiries [email protected]
(Written inquiries only)
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 communicates a new deadline to
the Proposers.

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 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.

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 found in this link:
http://undp.by/en/undp/tenders/conditions/.

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 in 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.html .

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

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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,

Iryna Dubouskaya
Procurement Analyst
UNDP Belarus

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 Annex 1
Reference: RFQ/UNDP CO/578/2015

Technical Specifications
for procurement of 1 representative vehicle

No. TECHNICAL PARAMETERS

1. Type: Sedan, Е-segment as per European Commission classification (F-segment is
also acceptable)
2. Year of manufacture: 2015 (new);
3. Engine: Fuel type – petrol;
Engine horsepower – at least 250 hp;
4. Transmission: Automatic transmission. All wheel drive (AWD);
5. Airbags: Minimum 4 – driver airbag and front seat and rear seats passenger airbags;
6. Colour: Preferably blue or grey. In case of unavailability in blue or grey colours, black
or silver are acceptable;
7. Climate-control: Car interior climate-control with air baffles for rear seats;
8. Headlights: Xenon headlights with washers;
9. Number of tires: 5 summer tires (4+1 spare) + 5 winter tires (4+1 spare);
10. Delivery timeframe: September 2015. Alternative time of delivery could be accepted;
11. Warranty: Not less than two (2) years of operation for all units and assemblies valid on
the territory of the Republic of Belarus;
12. Servicing: Availability of service centers in the Republic of Belarus or Lithuania (Vilnius)
guaranteed supply and delivery of spare parts as soon as possible; payment
by bank transfer
Essential Additional Features:
• Heating of front and rear seats;
• Availability of flag holder;
• Rear window sun curtain (sunblind) and side window curtains (sunblinds).

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 Annex 2
Reference: RFQ/UNDP CO/578/2015

FORM FOR SUBMITTING SUPPLIER’S QUOTATION

(This Form must be submitted only using the Supplier’s Official Letterhead/Stationery)

We, the undersigned, hereby accept in full the UNDP General Terms and Conditions, and
hereby offer to supply the items listed below in conformity with the specification and
requirements of UNDP as per RFQ Reference No. RFQ/UNDP CO/578/2015:

TABLE 1 : Offer to Supply Vehicle compliant with Technical Specifications and Requirements

Description Unit of Unit price* Quantity Total VAT rate / Total amount
measurement amount amount** with VAT
(1) (2) (3) (4) (5)=(3) х (4) (6) (7)= (5)+(6)

Name of currency:
Total quotation amount (in figures):
Total quotation amount (in words):
Incoterms 2010:
Delivery schedule: _______ days from the date of contract signing
Warranty: _____________ from the date of delivery
* Unit price shall be on CIP Minsk, Republic of Belarus (Incoterms 2010) terms of delivery.
**VAT 0% shall be indicated if VAT is not charged.
Note: In case of discrepancy between unit price and total price the unit price shall prevail.

TABLE 2 : Offer to Comply with Other Conditions and Related Requirements

DEGREE OF
COMPLIANCE
(comply/ not comply)
REQUESTED TECHNICAL PARAMETERS AN OTHER
No. YOUR OFFER*
REQUIREMENTS
If you cannot comply,
pls. indicate counter
proposal
1. Vehicle Type: Sedan, Е-segment as per
European Commission
classification (F-segment is
also acceptable)
2. Year of
2015 (new);
manufacture:

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3. Engine: Fuel type – petrol;
Engine horsepower – at
least 250 hp;
4. Transmission: Automatic transmission. All
wheel drive (AWD);
Minimum 4 – driver airbag
5. Airbags: and front seat and rear
seats passenger airbags;
Colour: Preferably blue or grey. In
case of unavailability in
6.
blue or grey colours, black
or silver are acceptable;
Car interior climate-control
7. Climate-control: with air baffles for rear
seats;
8. Headlights: Xenon headlights with
washers;
5 summer tires (4+1 spare)
9. Number of tires:
+ 5 winter tires (4+1 spare);
10. Delivery timeframe: September 2015.
Alternative time of delivery
could be accepted;
11. Warranty: Not less than two (2) years
of operation for all units
and assemblies valid on the
territory of the Republic of
Belarus;
12. Servicing: Availability of service
centers in the Republic of
Belarus or Lithuania
(Vilnius) guaranteed supply
and delivery of spare parts
as soon as possible;
payment by bank transfer
13. Essential Additional • Heating of front and rear
Features: seats;
• Availability of flag holder;
• Rear window sun curtain
(sunblind) and side window
curtains (sunblinds).
14. Validity of Quotation 90 days from the quotation
submission deadline
15. Country of origin of the vehicle:
16. Acceptance of all Provisions of the UNDP General
Terms and Conditions
(http://undp.by/en/undp/tenders/conditions/)

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* all technical parameters of the offered vehicle shall be supported with the relevant technical
documentation in English or Russian languages

We confirm that our company is not included in the UN 1267/1989 List or the UN Ineligibility
List, nor in any and all of UNDP’s list of suspended and removed vendors
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]

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 Annex 3
Reference: RFQ/UNDP CO/578/2015

COMPANY BACKGROUND INFORMATION

Each legal entity submitting quotation shall complete the Form:

1 Name of Legal Entity (Offeror):

2 Legal Address:

3 Telephone Number: e-mail:

4 Fax Number: Taxpayer Number:

5 Country of Registration: Year of Registration:

6 Name of Body Issuing Registration (Registration Certificate):

7 Bank Data:

8 Name and Position of the Head of Company/Organization:

9 Contact Person under the Offer:

............................ ............................
Signature [in the capacity of]

Duly authorized to sign the Company Background Information for and on behalf of . . . . . . . . . . .
[Name of the Offeror]

Company seal

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