IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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REQUEST FOR QUOTATION (RFQ)
RFQ Reference: 014/GN10/06/2024
Date: 27 June 2024
SECTION 1: REQUEST FOR QUOTATION (RFQ) for the provision of Fixed Asset Property All Risks
and Political Violence Insurance Services for IOM Guinea for 1 year contract from August 1 to July
30, 2025 with possibility of renewal for one more years.
International Organisation for Migration (IOM) kindly requests your quotation for the provision of goods, works
and/or services as detailed in Annex 1 of this RFQ.
This Request for Quotation comprises the following documents:
▪ Section 1: This request letter
▪ Section 2: RFQ Instructions and Data
▪ Annex 1: Schedule of Requirements
▪ Annex 2: Quotation Submission Form
▪ Annex 3: Technical and Financial Offer
When preparing your quotation, please be guided by the RFQ Instructions and Data. Please note that quotations
must be submitted using Annex 2: Quotation Submission Form and Annex 3 Technical and Financial Offer, by the
method and by the date and time indicated. It is your responsibility to ensure that your quotation is submitted on
or before the deadline. Quotations received after the submission deadline, for whatever reason, will not be
considered for evaluation.
Thank you and we look forward to receiving your quotations.
Approved by:
Signature:
IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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SECTION 2: RFQ INSTRUCTIONS AND DATA
Deadline for the
Submission of Quotation
Thursday 11st 2024 at 4:00 P.M. West African Time (GMT +0)
If any doubt exists as to the time zone in which the quotation should be
submitted, refer to http://www.timeanddate.com/worldclock/.
Method of Submission
Quotations must be submitted as follows:
☐ E-tendering
☒ Email
☐ Courier / Hand delivery
Bid submission address: conakrypandl@iom.int
▪ File Format: .docx, .pdf
▪ File names must be maximum 60 characters long and must not contain
any letter or special character other than from Latin
alphabet/keyboard.
▪ All files must be free of viruses and not corrupted.
▪ Max. File Size per transmission: 10MB
▪ Mandatory subject of email: REQUEST FOR QUOTATION FOR
PROVISION OF PROPERTY INSURANCE (Assets) FOR IOM GUINEA
▪ Multiple emails must be clearly identified by indicating in the subject
line “email no. X of Y”, and the final “email no. Y of Y.
▪ It is recommended that the entire Quotation be consolidated into as
few attachments as possible.
▪ The proposer should receive an email acknowledging email receipt.
Cost of preparation of
quotation
IOM shall not 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.
Supplier Code of Conduct
All prospective suppliers must read the UN Supplier Code of Conduct and
acknowledge that it provides the minimum standards expected of suppliers to
the UN. The Code of Conduct, which includes principles on labour, human rights,
environment and ethical conduct may be found at: Supplier Code of Conduct
(ungm.org).
Conflict of Interest
UN encourages every prospective Supplier to avoid and prevent conflicts of
interest, by disclosing to UN 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.
General Conditions of
Contract
Any Purchase Order or contract that will be issued as a result of this RFQ shall
be subject to the IOM General Conditions of Contract for provision of
goods/services/transportation/medical services available at
https://www.iom.int/do-business-us-procurement.
Eligibility
Bidders shall have the legal capacity to enter into a binding contract with IOM
and to deliver in the country, or through an authorized representative.
Currency of Quotation
Quotations shall be quoted in United States Dollars, USD inclusive all charges.
Duties and taxes
The International Organization for Migration is exempt from all direct taxes,
except charges for public utility services, and is exempt from customs
restrictions, duties, and charges of a similar nature in respect of articles
imported or exported for its official use. All quotations shall be submitted net
of any direct taxes and any other taxes and duties, unless otherwise
specified below:
All prices shall:
☐ be inclusive of VAT and other applicable indirect taxes
☒ be exclusive of VAT and other applicable indirect taxes
IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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Language of quotation
and documentation
including catalogues,
instructions, and operating
manuals
English
Documents to be
submitted
Bidders shall include the following documents in their quotation:
☒ Annex 2: Quotation Submission Form duly completed and signed
☒ Annex 3: Technical and Financial Offer duly completed and signed and in
accordance with the Schedule of Requirements in Annex 1
☒ Other Annex 1: Technical Requirements
Quotation validity period
Quotations shall remain valid for 90 days from the deadline for the
Submission of Quotation.
Price variation
No price variation due to escalation, inflation, fluctuation in exchange rates, or
any other market factors shall be accepted at any time during the validity of
the quotation after the quotation has been received.
Partial Quotes
☒ Not permitted
☐ Permitted (please specify, i.e. by LOTs only or by line item, etc)
Payment Terms
☐ 100% within 30 days after receipt of goods, works and/or services and
submission of payment documentation.
☒ Other 100% Advance payment
Contact Person for
correspondence,
notifications and
clarifications
Focal Person: Salifou Mabinty Camara
E-mail address: mabcamara@iom.int
Attention: Quotations shall not be submitted to this address but to the address
for quotation submission above.
Clarifications
Requests for clarification from bidders will not be accepted any later than
Four (4) days before the submission deadline. Responses to request for
clarification will be communicated by email by the deadline date or as soon
as received
Evaluation method
☒The contract will be awarded to the lowest price substantially compliant
offer
Evaluation criteria
☒Full compliance with all requirements as specified in Annex 1
☒Full acceptance of the General Conditions of Contract
☒Comprehensiveness of after-sales services
☒Earliest Delivery /shortest lead time
☒Others (for ex, environmental criteria/considerations, etc)
Right not to accept any
quotation
IOM is not bound to accept any quotation, nor award a contract or Purchase
Order
Right to vary requirement at
time of award
At the time of award of Contract or Purchase Order, IOM reserves the right
to vary (increase or decrease) the quantity of services and/or goods, by up
to a maximum 25% of the total offer, without any change in the unit price or
other terms and conditions.
Type of Contract to be
awarded
Service Agreement C1
Expected date for contract
award.
August 1, 2024
Policies and procedures
This RFQ is conducted in accordance with Policies and Procedures of IOM
UNGM registration
IOM is encouraging all suppliers to register at 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 of USD 100,000 and above, the Bidder is
recommended to register on the UNGM prior to contract signature. For vendors
who do not have the technical means to register in UNGM, the UNGM has
IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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implemented an assisted vendor registration functionality that allows IOM
procurement personnel to add local vendors to the UNGM.
ANNEX 1: SCHEDULE OF REQUIREMENTS
Technical Specifications for Goods See attached the list of asset to be insured :
Insurance
Specification
Property All Risks and
Political Violence Coverage
Quotation line 1
Policy Term: August 1, 2024 to July 30, 2025 (one year)
Coverage:
Asset for all IOM GUINEA Offices 4 offices)
- Conakry
- Transit Office/ Boke
- S/O Mamou
- Satellite office Kankan
- S/O Nzerekore
All Risk Insurance
Electronic Equipment Coverage:
- Human Beings; Negligence, Improper handling, operator
error, theft, burglary, and robbery
- Fire: with or without blaze, explosions, implosions, lightning,
crash of manned/unmanned flying objects
- Water: tap water, tide water, flooding, backwater, ground
water, rain water, corrosion, steam, frost ice drift,
water/dampness and other type of liquid
- Natural Catastrophes: earthquake, avalanche, rockslide,
hurricane, typhoon, cyclone storm, wind, hail
- Technology: errors in construction, material defects,
manufacturing discrepancies, over voltage, induction,
damage through indirect lightning
- And All risk of physical loss or damage from any cause to
the insured property
- Extended coverage for mobile electronic equipment outside
the country
- Mobile equipment coverage declared for personal trip
Material/Assets Damage Coverage:
- Physical Loss or damage due to the following perils:
- Fire and Lightning
- Earthquake Fire and Shock
- Flood
- Electrical injury being the overheating of electrical and
electronic equipment without actual ignition
- Extended Coverage (Smoke, Explosion, Falling Aircraft and
IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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Objects, Vehicle Impact)
- Broad Water Damage, Backing of Sewers and Pipes
- Bursting and Overflowing of Water Tanks and Apparatus
- Grass, Fire, Bush Fire
- Riot and Strike and Malicious Damage
- Landslide, Subsidence &/or Collapse Clause
- Theft & Robbery/Burglary
- Spontaneous Combustion
- Typhoon
- Vandalism and Malicious Mischief
- Volcanic Eruption
- Plate Glass Coverage
- And All Risk of physical loss or damage from any cause to
the insured property
Deductible:
- USD 1,000 each and every loss
- Hailstorm – 2% of Total Insured
- Flood & Earthquake – 2% of total insured
Political Violence Insurance
Political Violence Coverage:
- Covers damage to property arising from war, terrorism, civil
commotion, riot, strike, etc.
Deductible
- USD 1,000 each and every claim
IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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Delivery Requirements
Delivery Requirements
Delivery date and
time
Bidder shall deliver the goods in one year from June 20, 2023 to June 19, 2024
After Contract signature.
Delivery Terms
(INCOTERMS 2020)
Delivery and Duty Paid
Customs clearance
(must be linked to
INCOTERM
☒ Not applicable
Shall be done by:
☐ Name of organisation
☐ Supplier/bidder
☐ Freight Forwarder
Exact Address(es) of
Delivery Location(s)
New Industrial Area, Northern Bari, Juba, Central Equatoria state, South Sudan.
Distribution of
shipping documents
(if using freight
forwarder)
Not Applicable
Packing Requirements
Not Applicable
Training on
Operations and
Maintenance
Not Applicable
Warranty Period
Not Applicable
After-sales service
and local service
support requirements
Not Applicable
Preferred Mode of
Transport
Not Applicable
Other information
IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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ANNEX 2: QUOTATION SUBMISSION FORM
Bidders are requested to complete this form, including the Company Profile and Bidder’s Declaration, sign it and
return it as part of their quotation along with Annex 3: Technical and Financial Offer. The Bidder shall fill in this
form in accordance with the instructions indicated. No alterations to its format shall be permitted and no substitutions
shall be accepted.
Name of Bidder:
Click or tap here to enter text.
RFQ reference:
Click or tap here to enter text.
Date: Click or tap to enter a date.
VENDOR INFORMATION SHEET
1
Please attach the latest vendor information sheet to be filled in and signed by the vendor
BIDDER’S DECLARATION OF CONFORMITY
2
Yes
No
☐
☐
On behalf of the Supplier, I hereby represent and warrant that neither the Supplier, nor any
person having powers of representation, decision-making or control over it or any member of its
administrative, management or supervisory body, has been the subject of a final judgement or
final administrative decision for one of the following reasons: bankruptcy, insolvency or winding-
up procedures; breach of obligations relating to the payment of taxes or social security
contributions; grave professional misconduct, including misrepresentation, fraud; corruption;
conduct related to a criminal organisation; money laundering or terrorist financing; terrorist
offences or offences linked to terrorist activities; child labour and other trafficking in human
beings, any discriminatory or exploitative practice, or any practice that is inconsistent with the
rights set forth in the Convention on the Rights of the Child or other prohibited practices;
irregularity; creating or being a shell company.
☐
☐
On behalf of the Supplier, I further represent and warrant that the Supplier is financially sound
and duly licensed.
☐
☐
On behalf of the Supplier, I further represent and warrant that the Supplier has adequate human
resources, equipment, competence, expertise and skills necessary to complete the contract fully
and satisfactorily, within the stipulated completion period and in accordance with the relevant
terms and conditions.
☐
☐
On behalf of the Supplier, I further represent and warrant that the Supplier complies with all
applicable laws, ordinances, rules and regulations.
☐
☐
On behalf of the Supplier, I further represent and warrant that the Supplier will in all
circumstances act in the best interests of IOM.
☐
☐
On behalf of the Supplier, I further represent and warrant that no official of IOM or any third
party has received from, will be offered by, or will receive from the Supplier any direct or
indirect benefit arising from the contract.
☐
☐
On behalf of the Supplier, I further represent and warrant that the Supplier has not
misrepresented or concealed any material facts during the contracting process.
☐
☐
On behalf of the Supplier, I further represent and warrant that the Supplier will respect the
legal status, privileges and immunities of IOM as an intergovernmental organization.
1
Vendor Information Sheet.xlsx
2
This form is mandatory to fill in and sign by every vendor who submits quotation
IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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Yes
No
☐
☐
On behalf of the Supplier, I further represent and warrant that neither the Supplier nor any
persons having powers of representation, decision-making or control over the Supplier or any
member of its administrative, management or supervisory body are included in the most recent
Consolidated United Nations Security Council Sanctions List (the “UN Sanctions List”) or are the
subject of any sanctions or other temporary suspension. The Supplier will immediately disclose to
IOM if it or they become subject to any sanction or temporary suspension.
☐
☐
On behalf of the Supplier, I further represent and warrant that the Supplier does not employ,
provide resources to, support, contract or otherwise deal with any person, entity or other group
associated with terrorism as per the UN Sanctions List and any other applicable anti-terrorism
legislation.
☐
☐
On behalf of the Supplier, I further represent and warrant that, the Supplier will apply the
highest ethical standards, the principles of efficiency and economy, equal opportunity, open
competition and transparency, and will avoid any conflict of interest.
☐
☐
On behalf of the Supplier, I further represent and warrant that the Supplier undertakes to
comply with the Code of Conduct, available at https://www.ungm.org/Public/CodeOfConduct.
☐
☐
It is the responsibility of the Supplier to inform IOM immediately of any change to the information
provided in this Declaration.
☐
☐
On behalf of the Supplier, I certify that I am duly authorized to sign this Declaration and on
behalf of the Supplier I agree to abide by the terms of this Declaration for the duration of any
contract entered into between the Supplier and IOM.
☐
☐
IOM reserves the right to terminate any contract between IOM and the Supplier, with immediate
effect and without liability, in the event of any misrepresentation made by the Supplier in this
Declaration.
Signature:
Name: Click or tap here to enter text.
Title: Click or tap here to enter text.
Date: Click or tap to enter a date.
IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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ANNEX 3: TECHNICAL AND FINANCIAL OFFER - SERVICES
Bidders are requested to complete this form, sign it and return it as part of their quotation along with Annex 2
Quotation Submission Form. The Bidder shall fill in this form in accordance with the instructions indicated. No
alterations to its format shall be permitted and no substitutions shall be accepted.
Name of Bidder:
Click or tap here to enter text.
RFQ reference:
Click or tap here to enter text.
Date: Click or tap to enter a date.
Technical Offer
Provide the following:
- a brief description of your qualification, capacity and expertise that is relevant to the Terms of Reference.
- a brief methodology, approach and implementation plan;
- team composition and CVs of key personnel
Financial Offer
Provide a lump sum for the provision of the services stated in the Terms of Reference of your technical offer.
The lump-sum should include all costs of preparing and delivering the Services. All daily rates shall be based
on an eight-hour working day.
Currency of Quotation: Click or tap here to enter text.
Ref
Description of Deliverables
Price
1.
2.
3.
4.
5.
Total Price
Compliance with Requirements
You Responses
Yes, we will
comply
No, we
cannot
comply
If you cannot comply, pls.
indicate counter proposal
Delivery Lead Time/ 2 weeks after
Notification
☐
☐
Click or tap here to enter text.
Validity of Quotation/90days
☐
☐
Click or tap here to enter text.
Payment terms
☐
☐
Click or tap here to enter text.
Other requirements [pls. specify]
☐
☐
Click or tap here to enter text.
IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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I, the undersigned, certify that I am duly authorized to sign this quotation and bind the company below in
event that the quotation is accepted.
Exact name and address of company
Company NameClick or tap here to enter text.
Address: Click or tap here to enter text.
Click or tap here to enter text.
Phone No.: Click or tap here to enter text.
Email Address:Click or tap here to enter text.
Authorized Signature:
Date:Click or tap here to enter text.
Name:Click or tap here to enter text.
Functional Title of Authorised
Signatory:Click or tap here to enter text.
Email Address: Click or tap here to enter text.
• Basis of Evaluation: Full Replacement Value
• Deductible: Non-deductible”
1. All prices to be quoted must be valid at least for ninety (90) calendar days
from the date of quotation.
2. IOM reserves the right to accept or reject any quotation, and to cancel the
procurement process and reject all quotations at any time prior to award of
Purchase Order or Contract, without thereby incurring any liability to the
affected Supplier/s or any obligation to inform the affected Supplier/s of the
ground for IOM’s action.
3. IOM reserves the right to split the awards in any combination as it may deem
necessary or appropriate in its sole discretion in the best interest of IOM.
• E- Eligibility Criteria:-
▪ Submitted detailed documents showing experience with similar works
▪ Submitted bank statements showing available funds
▪ Filling up and Submitting signed VIS and register in our platform.
https://www.iom.int/sites/g/files/tmzbdl486/files/documents/vendor-information-sheet-un-
code-of-conduct_english.pdf
▪ Valid Government Permits/Licenses
▪ Valid tax Certificate