REQUEST FOR QUOTATION (RFQ)

(Goods)

DATE: May 13, 2013

REFERENCE: RFQ /03/2013

Dear Sir / Madam:

We kindly request you to submit your quotation for Procurement of IT Equipment, 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 May 27, 2013and via ☒courier mail to the address
below:

United Nations Development Programme

Queen Rania Street,
University of Jordan, Bldg No. 274
Amman – Jordan
Attention: Ms. Nahla Soussou ([email protected]) referring to RFQ /03/2013

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
above mentioned good/s:

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 ☐FCA
Delivery Terms ☐CPT
[INCOTERMS 2010] ☐CIP
(Pls. link this to price ☒DAP
schedule) ☐Other [pls. specify]
Customs clearance, if ☐UNDP
needed, shall be done by: ☒Supplier/Offeror
☐Freight Forwarder
Exact Address/es of Delivery OCHA Syria office and projects in UNDP Jordan premises
Location/s (identify all, if
multiple)

N/A
UNDP Preferred Freight
Forwarder, if any
N/A
Distribution of shipping
documents (if using freight
forwarder)
☒ 2 weeks from the issuance of the Purchase Order (PO)
Latest Expected Delivery ☐ As per Delivery Schedule attached [if delivery will be staggered]
Date and Time (if delivery Time : [pls. indicate]
time exceeds this, quote may Time Zone of Reference : [pls. indicate]
be rejected by UNDP)
☒Required
Delivery Schedule ☐Not Required
N/A
Packing Requirements
☐ AIR ☒LAND
Mode of Transport ☐SEA ☐OTHER [pls. specify]
☐United States Dollars
Preferred ☐Euro
Currency of Quotation ☒Local Currency : JOD
Value Added Tax on Price ☐ Must be inclusive of VAT and other applicable indirect taxes
Quotation ☒ Must be exclusive of VAT and other applicable indirect taxes
After-sales services required ☒Warranty on Parts and Labor for minimum period of 3 Years
☒Technical Support
☐Provision of Service Unit when pulled out for maintenance/ repair
☐ Others [pls. specify]
Deadline for the Submission 12 pm , Monday, May 27, 2013
of Quotation
All documentations, including ☒ English
catalogs, instructions and ☐ French
operating manuals, shall be ☐ Spanish
in this language ☐ Others [pls. specify, including dialects, if needed]
☒ Duly Accomplished Form as provided in Annex 2, and in
Documents to be submitted accordance with the list of requirements in Annex 1;

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 ☐ 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 licenses
should the quotation be selected;
☒ Quality Certificates (ISO, etc.);
☒ Latest Business Registration Certificate ;
☒ Latest Internal Revenue Certificate / Tax Clearance;
☐ 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 manufacturer);
☒ 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);
☒ Written Self-Declaration of not being included in the UN Security
Council 1267/1989 list, UN Procurement Division List or other UN
Ineligibility List;
☐ Others [pls. specify as many as required]
☒ 60 days
Period of Validity of Quotes ☐ 90 days
starting the Submission Date ☐ 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 ☐ Not permitted
☒ Permitted
☒ 100% upon complete delivery of goods
Payment Terms ☐ Others [pls. specify]
☒ Will be imposed under the following conditions:
Liquidated Damages Percentage of contract price per day of delay:0.5
Max. no. of days of delay :20
Next course of action : Cancel PO

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Evaluation Criteria ☒ Technical responsiveness/Full compliance to requirements and
[check as many as applicable] lowest price
Comprehensiveness of after-sales services
☐ 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
☐ Others [pls. specify]

UNDP will award to: ☐ One and only one supplier

☒ One or more Supplier, depending on the following factors:
Technical responsiveness/Full compliance to requirements and
lowest price

Type of Contract to be Signed ☒ Purchase Order

☐ Long-Term Agreement (if LTA will be signed, specify the document
that will trigger the call-off. E.g., PO, etc.)
☐ Other Type/s of Contract [pls. specify]

Special conditions of Contract ☒ Cancellation of PO/Contract if the delivery/completion is delayed

by 20 days
☐ Others [pls. specify]

Conditions for Release of Passing Inspection [specify method, if possible]

Payment Complete Installation
☐ Passing all Testing [specify standard, if possible]
☐ Completion of Training on Operation and Maintenance [specify
no. of trainees, and location of training, if possible
☐ Written Acceptance of Goods based on full compliance with RFQ
requirements
☒ Others Delivery and installation of equipment

Annexes to this RFQ ☒ Specifications of the Goods Required (Annex 1)

☒ Form for Submission of Quotation (Annex 2)
☒ General Terms and Conditions / Special Conditions (Annex 3).
☐ Others [pls. specify, if any]

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

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

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 Contact Person for Inquiries Nahla Soussou
(Written inquiries only) ICT Associate
[email protected]
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.

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 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 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/procurement/protest.shtml .

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6
 Annex 1
Technical Specifications

Items to be Quantity Description / Specifications of Goods Latest Delivery Date

Supplied*
Desktops 3 Chassis: Min Tower 2 weeks after
Processor: Intel Core i7-3770 receiving PO
Processor speed: 3.4 GHz
Cache: 8 MB
Memory: 16 GB (4x4 GB)
Hard Drive: 1TB
Graphics: Integrated HD400
Optical Drive: 16 x DVD+/-RW
Networking :10/100/1000 Mbps autosensing
Monitor: 22 LED
Internal Speakers
Optical 2 Button USB mouse with mouse pad
USB Keyboard
Operating System: Windows 7 Professional-64 bit
MS Office 2010
Drivers: All drivers must support windows
(2000/XP/Vista/7)
Warranty (parts-labor-onsite): 3/3/3
Laptops 10 Processor:  Core i7(2640M) 2 weeks after
Processor speed: 2.8 GHz receiving PO
Cache: 4MB
Memory: 4 GB
Hard Drive: 500GB
Optical Drive: Super DVD
Communications: Wireless LAN, 10/100/1000
Mbps Ethernet card, Bluetooth
Integrated webcam with built in speakers
Fingerprint reader
Display:14””
Carrying case same brand as system
Drivers: All drivers must support windows
(Vista/7)
Warranty: 3 Years
Windows 7 professional-64 bit
Microsoft Office 2010
Laptops 12 Processor: 3rd Gen Intel Core i5(3210M) 2 weeks after
Processor speed: 2.5 GHz receiving PO
Cache: 3MB
Memory: 8 GB
Hard Drive: 500GB

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 Optical Drive: Super DVD
Communications: Wireless LAN, 10/100/1000
Mbps Ethernet card, Bluetooth
Integrated webcam with built in speakers
Display:14””
Carrying case same brand as system
USB Optical Mouse
Drivers: All drivers must support windows
(Vista/7)
Warranty: 3 Years
Windows 7 professional 64-bit.
Microsoft Office 2010
Mobile 5 Processor: 3rd Gen Intel Core i7(3840 QM) 2 weeks after
Workstation Processor speed: 2.8 GHz receiving PO
Cache: 8MB
Memory: 16 GB
Fingerprint and smartcard reader
Screen:15.6 Ultrasharp FHD wide
Camera and Microphone
Graphics: NVIDA Quadro with 2 GB GDDR3
RAID Configuration: RAID 1
Primary Storage: 512 GB 2.5” SATA3
Optical Drive: 512GB 2.5 SATA3
Wireless Broadband
Wireless LAN
Bluetooth
8xDVD+/-RW slot load
Primary battery: 9 cell
Monitor and docking station
Drivers: All drivers must support windows
(Vista/7)
Warranty: 3 Years
Windows 7 professional-64 bit
Microsoft Office 2010
Screens 10 22 “ LED 2 weeks after
Resolution: 1600x900 receiving PO

*Pls. attach delivery schedule, if relevant, and cluster by lot, if partial bids will be allowed. Specify
delivery locations if goods multiple destinations.

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Annex 2

FORM FOR SUBMITTING SUPPLIER’S QUOTATION1

(This Form must be submitted only using the Supplier’s Official Letterhead/Stationery 2)

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. _______:

TABLE 1 : Offer to Supply Goods Compliant with Technical Specifications and Requirements

Latest
Item No. Description/Specification of Goods Quantity Delivery Unit Price Total Price
Date per Item

Total Prices of Goods3

Add : Cost of Transportation
Add : Cost of Insurance
Add : Other Charges (pls. specify)

Total Final and All-Inclusive Price Quotation

TABLE 2 : Estimated Operating Costs (if applicable)

List of Consumable Item/s Estimated Average Unit of Unit Price Total Price
(Include fast moving parts, Consumption Measure per Item
if any)

1
This serves as a guide to the Supplier in preparing the quotation and price schedule.
2
Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for
verification purposes
3
Pricing of goods should be consistent with the INCO Terms indicated in the RFQ

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TABLE 3 : Offer to Comply with Other Conditions and Related Requirements

Other Information pertaining to our Your Responses

Quotation are as follows : Yes, we will No, we cannot If you cannot comply,
comply comply pls. indicate counter
proposal
Delivery Lead Time
Estimated weight/volume/dimension of the
Consignment:
Country/ies Of Origin4:
Warranty and After-Sales Requirements
a) Training on Operations and
Maintenance
b) Minimum one (1) year warranty on
both parts and labor
c) Service Unit to be Provided when
the Purchased Unit is Under Repair
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 [pls. specify]

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]

4
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.

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 Annex 3
General Terms and Conditions

1. ACCEPTANCE OF THE PURCHASE ORDER

This Purchase Order may only be accepted by the Supplier's signing and returning an acknowledgement copy
of it or by timely delivery of the goods in accordance with the terms of this Purchase Order, as herein specified.
Acceptance of this Purchase Order shall effect a contract between the Parties under which the rights and
obligations of the Parties shall be governed solely by the terms and conditions of 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.

2. 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.

3. TAX EXEMPTION

3.1 Section 7 of the Convention on the Privileges and Immunities of the United Nations provides, inter
alia, that the United Nations, including its subsidiary organs, is exempt from all direct taxes, except
charges for utilities services, and is exempt from customs duties and charges of a similar nature in
respect of articles imported or exported for its official use. In the event any governmental authority
refuses to recognize UNDP's exemption from such taxes, duties or charges, 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.

4. 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.

5. EXPORT LICENCES

Notwithstanding any INCOTERM 2010 used in this Purchase Order, the Supplier shall obtain any export
licences required for the goods.

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6. FITNESS OF GOODS/PACKAGING

The Supplier warrants that the goods, including packaging, conform to the specifications for the goods ordered
under this Purchase Order and are fit for the purposes for which such goods are ordinarily used and for
purposes expressly made known to the Supplier by UNDP, and are free from defects in workmanship and
materials. The Supplier also warrants that the goods are contained or packaged adequately to protect the goods.

7. 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.

8. 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.

9. RIGHTS OF UNDP

In case of failure by the Supplier to fulfil its obligations under the terms and conditions of this Purchase Order,
including but not limited to failure to obtain necessary export licences, or to make delivery of all or part of the
goods by the agreed delivery date or dates, UNDP may, after giving the Supplier reasonable notice to perform
and without prejudice to any other rights or remedies, exercise one or more of the following rights:

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.

10. 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.

11. ASSIGNMENT AND INSOLVENCY

11.1. The Supplier shall not, except after obtaining the written consent of UNDP, assign, transfer, pledge
or make other disposition of this Purchase Order, or any part thereof, or any of the Supplier's rights
or obligations under this Purchase Order.
11.2. Should the Supplier become insolvent or should control of the Supplier change by virtue of
insolvency, UNDP may, without prejudice to any other rights or remedies, immediately terminate
this Purchase Order by giving the Supplier written notice of termination.

12. 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.

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13. 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.

14. 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.

15. MINES

The Supplier represents and warrants that neither it nor any of its affiliates is actively and directly engaged in
patent activities, development, assembly, production, trade or manufacture of mines or in such activities in
respect of components primarily utilized in the manufacture of Mines. The term "Mines" means those devices
defined in Article 2, Paragraphs 1, 4 and 5 of Protocol II annexed to the Convention on Prohibitions and
Restrictions on the Use of Certain Conventional Weapons Which May Be Deemed to Be Excessively Injurious
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.

16. 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 applicable 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.

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:

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 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 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 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.

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