SECTION 2: RFQ GENERAL INSTRUCTIONS

Introduction Bidders shall adhere to all the requirements of this RFQ, including any amendments made in writing
by UNDP. This RFQ is conducted in accordance with the UNDP Programme and Operations Policies
and Procedures (POPP) on Contracts and Procurement

Any Bid submitted will be regarded as an offer by the Bidder and does not constitute or imply the
acceptance of the Bid by UNDP. UNDP is under no obligation to award a contract to any Bidder as a
result of this RFQ.

UNDP reserves the right to cancel the procurement process at any stage without any liability of any
kind for UNDP, upon notice to the bidders or cancellation of the tender in the online portal.

Deadline for Deadline is indicated in the online portal.

the If any doubt exists as to the time zone in which the quotation should be submitted, refer to
Submission of http://www.timeanddate.com/worldclock/.
Quotation
Method of Quotations must be submitted as follows:
Submission NextGenERP supplier portal following this link: http://supplier.nextgenerp.partneragencies.org/
using the profile you may have in the portal.

Follow the instructions in the user guide to search for the tender using Negotiation ID.
In case you have never registered before, follow this link to register a profile:

https://estm.fa.em2.oraclecloud.com/fscmUI/faces/PrcPosRegisterSupplier?prcBuId=30000012771
5297&_adf.ctrl-
state=azywmctp_1&_afrLoop=6329722925931702&_afrWindowMode=0&_afrWindowId=null&_af
rFS=16&_afrMT=screen&_afrMFW=1042&_afrMFH=575&_afrMFDW=1280&_afrMFDH=720&_afr
MFC=8&_afrMFCI=0&_afrMFM=0&_afrMFR=144&_afrMFG=0&_afrMFS=0&_afrMFO=0

Do not create a new profile if you already have one. Use the forgotten password feature in case
you do not remember the password or the username from previous registration.

 File Format: All attachments must be in PDF format unless otherwise instructed by UNDP.
 File names must be in Latin alphabet/keyboard and clearly indicate the content of the
document to facilitated review.
 All files must be free of viruses and not corrupted.
Cost of UNDP shall not be responsible for any costs associated with a Supplier’s preparation and
preparation submission of a quotation, regardless of the outcome or the manner of conducting the selection
of quotation process.
Supplier Code All prospective suppliers must read the United Nations Supplier Code of Conduct and acknowledge
of Conduct, that it provides the minimum standards expected of suppliers to the UN. The Code of Conduct,
Fraud, which includes principles on labour, human rights, environment and ethical conduct may be
Corruption, found at: https://www.un.org/Depts/ptd/about-us/un-supplier-code-conduct
Moreover, UNDP strictly enforces a policy of zero tolerance on proscribed practices, including
fraud, corruption, collusion, unethical or unprofessional practices, and obstruction of UNDP
vendors and requires all bidders/vendors to observe the highest standard of ethics during the
procurement process and contract implementation. UNDP’s Anti-Fraud Policy can be found at
http://www.undp.org/content/undp/en/home/operations/accountability/audit/office_of_audit_an
dinvestigation.html#anti

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Gifts and Bidders/vendors shall not offer gifts or hospitality of any kind to UNDP staff members including
Hospitality recreational trips to sporting or cultural events, theme parks or offers of holidays, transportation,
or invitations to extravagant lunches, dinners or similar. In pursuance of this policy, UNDP: (a) Shall
reject a bid if it determines that the selected bidder has engaged in any corrupt or fraudulent
practices in competing for the contract in question; (b) Shall declare a vendor ineligible, either
indefinitely or for a stated period, to be awarded a contract if at any time it determines that the
vendor has engaged in any corrupt or fraudulent practices in competing for, or in executing a UNDP
contract.

Conflict of UNDP requires every prospective Supplier to avoid and prevent conflicts of interest, by disclosing
Interest 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.
Bidders shall strictly avoid conflicts with other assignments or their own interests, and act without
consideration for future work. Bidders found to have a conflict of interest shall be disqualified.

Bidders must disclose in their Bid their knowledge of the following: a) If the owners, part-owners,
officers, directors, controlling shareholders, of the bidding entity or key personnel who are family
members of UNDP staff involved in the procurement functions and/or the Government of the
country or any Implementing Partner receiving goods and/or services under this RFQ.

The eligibility of Bidders that are wholly or partly owned by the Government shall be subject to
UNDP’s further evaluation and review of various factors such as being registered, operated and
managed as an independent business entity, the extent of Government ownership/share, receipt of
subsidies, mandate and access to information in relation to this RFQ, among others. Conditions that
may lead to undue advantage against other Bidders may result in the eventual rejection of the Bid.
Currency of Quotations shall be quoted in in the currency indicated in the portal.
Quotation

Joint Venture, If the Bidder is a group of legal entities that will form or have formed a Joint Venture (JV), Consortium
Consortium or or Association for the Bid, they shall confirm in their Bid that : (i) they have designated one party to
Association act as a lead entity, duly vested with authority to legally bind the members of the JV, Consortium or
Association jointly and severally, which shall be evidenced by a duly notarized Agreement among the
legal entities, and submitted with the Bid; and (ii) if they are awarded the contract, the contract shall
be entered into, by and between UNDP and the designated lead entity, who shall be acting for and
on behalf of all the member entities comprising the joint venture, Consortium or Association.
Refer to Clauses 19 – 24 under Solicitation policy for details on the applicable provisions on Joint
Ventures, Consortium or Association.
Only one Bid The Bidder (including the Lead Entity on behalf of the individual members of any Joint Venture,
Consortium or Association) shall submit only one Bid, either in its own name or, if a joint venture,
Consortium or Association, as the lead entity of such Joint Venture, Consortium or Association.
Bids submitted by two (2) or more Bidders shall all be rejected if they are found to have any of the
following:
a) they have at least one controlling partner, director or shareholder in common; or b) any one of
them receive or have received any direct or indirect subsidy from the other/s; or
b) they have the same legal representative for purposes of this RFQ; or
c) they have a relationship with each other, directly or through common third parties, that puts them
in a position to have access to information about, or influence on the Bid of, another Bidder regarding
this RFQ process;
d) they are subcontractors to each other’s Bid, or a subcontractor to one Bid also submits another
Bid under its name as lead Bidder; or
e) some key personnel proposed to be in the team of one Bidder participates in more than one Bid
received for this RFQ process. This condition relating to the personnel, does not apply to
subcontractors being included in more than one Bid.
Price No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market
variation factors shall be accepted at any time during the validity of the quotation after the quotation has been
received.

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Alternative If alternative quote is permitted, it may be submitted only if a conforming quote to the RFQ
Quotes requirements is submitted. Where the conditions for its acceptance are met, or justifications are
clearly established, UNDP reserves the right to award a contract based on an alternative quote. If
multiple/alternative quotes are being submitted, they must be clearly marked as “Main Quote” and
“Alternative Quote” directly in the portal and in any supporting document as relevant.
Contact Must be submitted directly in the portal using the messaging functionality.
Person for
corresponden Any delay in UNDP’s response shall be not used as a reason for extending the deadline for
ce, submission, unless UNDP determines that such an extension is necessary and communicates a new
notifications deadline to the Proposers.
and
clarifications
Right not to UNDP is not bound to accept any quotation, nor award a contract or Purchase Order
accept any
quotation
Right to vary At the time of award of Contract or Purchase Order, UNDP reserves the right to vary (increase or
requirement decrease) the quantity of services and/or goods, by up to a maximum twenty-five per cent (25% ) of
at time of the total offer, without any change in the unit price or other terms and conditions.
award
Publication of UNDP will publish the contract awards valued at USD 100,000 and more on the websites of the CO
Contract and the corporate UNDP Web site.
Award
Policies and This RFQ is conducted in accordance with UNDP Programme and Operations Policies and
procedures Procedures
UNGM Any Contract resulting from this RFQ exercise will be subject to the supplier being registered at the
registration appropriate level on the United Nations Global Marketplace (UNGM) website at www.ungm.org.
The Bidder may still submit a quotation even if not registered with the UNGM, however, if the
Bidder is selected for Contract award, the Bidder must register on the UNGM prior to contract
signature.