Request For Quotation Rfq Printing Services

Summary

UNDP-CYP RFQ 084 2018
REQUEST FOR QUOTATION (RFQ)
Printing Services; UNDP booklet
REFERENCE: UNDP-CYP-RFQ-084/2018 DATE: July 13, 2018
Dear Sir / Madam:
We kindly request you to submit your quotation for Printing Services; UNDP Booket as detailed
in Annex 1 of this RFQ. Quotations may be submitted on or before July 26, 2018 at 16:00 Cyprus Local
Time and via email only:
To:
[email protected]
United Nations Development Programme
Quotations submitted by email must be limited to a maximum of 5MB, virus-free and no more
than one 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. Please kindly ensure that your quotation 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:
Delivery Terms DAP
[INCOTERMS 2010] Delivery at Place
Customs clearance, if Supplier/Offeror
needed, shall be done by:
Exact Address/es of Delivery *Nicosia, Cyprus
Location/s *tbc
Latest Expected Delivery Date 14 days after the issuance of the official Purchase Order
and Time (if delivery time
exceeds this, quote may be
rejected by UNDP)
Latest Expected Delivery Date As per Delivery Schedule attached

and Time (if delivery time Annex 2 – Schedule of Delivery
exceeds this, quote may be
rejected by UNDP)
☒Required
Delivery Schedule ☐Not Required
Packing Requirements Individual Shrink Wrap
☐ AIR ☒LAND
Mode of Transport ☐SEA ☐OTHER [pls. specify]
Preferred Euro
Currency of Quotation
Value Added Tax on Price Must be exclusive of VAT
Quotation
Deadline for the Submission of COB, Thursday, July 26, 2018 16:00 Cyprus Local Time
Quotation
All documentations shall be English
in this language
Documents to be submitted Duly Accomplished Form as provided in Annex 1
Period of Validity of Quotes 90 days
starting the Submission Date
Partial Quotes Not permitted
Payment Terms 100% upon complete delivery of goods

2
Evaluation Criteria Technical responsiveness/Full compliance to requirements and lowest
price

Full acceptance of the UNDP Purchase Order and General Terms and
Conditions

Non-acceptance of the UNDP Purchase Order and General Terms and
Conditions (GTC) shall be grounds for disqualification from this
procurement process

UNDP will award to: Only one supplier
Type of Contract to be Signed Purchase Order
Special conditions of Contract N/A
Annexes to this RFQ Specifications of the Services Required (Annex 1)
Form for Submission of Quotations and Schedule of Delivery (Annex 2)
General Terms and Conditions (Annex 3)
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

Goods/Services 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

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

3
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/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,
Solicitations
July 13, 2018
4
Annex 1
Specifications / Requirements
Printing Services; UNDP Booklet
Reference: UNDP-CYP-RFQ- 084/2018
Item Requirement
Extent 72pp + Cover
Format A4 portrait
Paper Inside pages: Art Matt 150gsm - Matt Laminate
Cover Art Matt 300gsm
Printing Inside Pages:4 process colors + Matt Varnish throughout
Cover: 4 process colors + Matt Lamination recto /4 process colors + Matt Varnish Verso
Finishing Cover: Matt Lamination - Perfect Binding
Packing Individual shrink-wrap
Quantity*
Quantity - A 5,000 copies
Quantity - B 10,000 copies
Quantity - C 15,000 copies
Raw Materials Will be delivered electronically
Prepress: The Prepress will be completed in coordination with a consultant (Book Designer), the
consultant will visit the print house at least two times; during the preprinting and during the
first batch of prints

• Digital proofs of all images followed by color corrections;
• Press proofs of all pages (two rounds minimum) from Illustrator files supplied by
designer
Printing 2 weeks after receiving the final raw documents in electronic format
*Either 5,000, 10,000 or 15,000 copies will be printed

5
Annex 2
FORM FOR SUBMITTING SUPPLIER’S QUOTATION1
(This Form must be submitted only using the Supplier’s Official Letterhead/Stationery2)
Quotation Submission Form and Schedule of Delivery
Printing Services; UNDP booklet
Reference: UNDP-CYP-RFQ- 084/2018
To: United Nations Development Programme
[email protected]
SUPPLIER’S DECLARATION(S)
In response to the Request for Quotation for the printer toners (Reference: UNDP-CYP-RFQ-084/2018), WE, the undersigned,
hereby declare that:
a) All the information and statements made in this quotation are true and we accept that any misrepresentation contained
in it may lead to our disqualification;
b) We accept UNDP Purchase Order and General Terms and Conditions;
c) We are currently not on the removed or suspended vendor list of the UN or other such lists of other UN agencies, nor are
we associated with, any company or individual appearing on the 1267/1989 list of the UN Security Council;
d) We do not employ, nor anticipate employing, any person who is or was recently employed by the UN or UNDP;
e) The price of our quotation is;
TABLE 1 : Offer to Supply Goods Compliant with Technical Specifications and Requirements
Printing
Item Description Quantity Unit Price Price (EUR)
A Printing Services; UNDP booklet 5,000
B Printing Services; UNDP booklet 10,000
C Printing Services; UNDP booklet 15,000
D Any other applicable cost (if applicable)
E Total cost
Delivery within 14 days of the issuance of the Purchase Order
UNDP will only select one of the items (Item A or Item B or Item C) listed in table 1

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
6
TABLE 2 : 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 (within 14 of the
issuance of the Purchase Order)
Delivering the UNDP Booklets as per the
Annex 1 of this RFQ
Validity of Quotation (90 days)
All Provisions of the Specifications and UNDP
General Terms and Conditions
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]
7
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

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
8
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

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

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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:
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,
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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

Printing Services; UNDP booklet REFERENCE: UNDP-CYP-RFQ-084/2018 DATE: July 13, 2018 Dear Sir / Madam: We kindly request you to submit your quotation for Printing …

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Frequently Asked Questions

What does request for quotation rfq mean?

What is the Meaning of RFQ, RFP, RFT, and RFI?

• RFQ Meaning – Request for Quote
• RFP meaning – Request for Proposal. An RFP allows for flexibility form the suppliers on how to implement a given goal, as well as provide quotes on the total price.
• RFT meaning – Request for Tender. ...
• RFI Meaning – Request for Information. ...

What to include in a request for quotation rfq?

What should you include in a request for quotation (RFQ)?

1. Executive summary and project requirements. Provide background information about your company and an overview of the services or goods you are looking to procure.
2. Submission dates and contract requirements. Be clear about the submission deadline, what should be included in each submission, and the details of the contract.
3. Pricing details. ...

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When is a request for quotation rfq used?

RFQ (Request for Quotation) An RFQ is used when the price is the deciding factor, and the proposed solution is readily available. It is best suited for products and services that are standardized and fully detailed.

How to write an email asking for a quote?

How to write an email asking for a quote

1. Write a subject line. It's important to communicate your intentions clearly in the subject line of your email so that the business you're contacting understands what you're seeking.
2. Develop a strong opening. Start with a polite greeting, preferably using the name of the person you're emailing. ...
3. Ask for a quote for specific items. ...

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