IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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REQUEST FOR QUOTATION (RFQ)
RFQ Reference: 22170
Date: 30 November 2023
SECTION 1: REQUEST FOR QUOTATION (RFQ) for the provision of Supply and delivery of full tents
to Jeddah 1 camp – Ninawa – Iraq.
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: Iraq mission - Erbil - Supply Chain Unit
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
14.12.2023 at 11:00 AM – (UTC+03:00) Baghdad Time
A Physical sample (is mandatory as mentioned in BoQ), sample means, is full set
needs to be installed in IOM Wearhouse – Erbil – Gazna Road.
Samples will be received on 14.12.2023, from 09:00 AM to 03:00 PM –
(UTC+03:00) Baghdad Time.
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
☐ Other Click or tap here to enter text.
Bid submission address: iraqtender[email protected]
▪ File Format: pdf
▪ File names must be a maximum of 60 characters long and must not
contain any letter or special character other than from the Latin
alphabet/keyboard.
▪ All files must be free of viruses and not corrupted.
▪ Max. File Size per transmission: Click or tap here to enter text.
▪ Mandatory subject of email: Click or tap here to enter text.
▪ 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 the 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 US Dollars
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
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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
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 Click or tap here to enter text.
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 Click or tap here to enter text.
Contact Person for
correspondence,
notifications, and
clarifications
Focal Person: Engineer - FAION Wael
E-mail address: [email protected]
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 7 days
before the submission deadline. Responses to requests for clarification will be
communicated only by email by 07 December 2023
Evaluation method
☒The contract will be awarded to the lowest price substantially compliant offer.
☐ Other Click or tap here to enter text.
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
General Service
Expected date for contract
award.
30 January 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
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prior to contract signature. For vendors who do not have the technical means to
register in UNGM, the UNGM has implemented an assisted vendor registration
functionality that allows IOM procurement personnel to add local vendors to the
UNGM.
IN/168 (Rev.3): Procurement Manual_ Annex 20_ effective on 17 March 2023
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ANNEX 1: SCHEDULE OF REQUIREMENTS
[FOR GOODS, WORKS AND/OR SERVICES ensure that relevant sustainability criteria are included in requirements
including packaging and delivery requirements]
Technical Specifications for Goods:
Item No
Minimum technical requirements
Unit
Quantity
1
Supply and deliver full tents to Jeddah 1 camp according to the
attached BOQ. A Physical sample (is mandatory as mentioned in
BoQ), sample means, is full set needs to be installed in IOM
Wearhouse. Vender needs to submit the manufacturer certificate
which shows the test result of all materials (chemical test etc..), so
we can compare it with the specifications requested in BoQ,
otherwise vendor needs to do the test in the approved lab of
Governorate.
Set
600
Delivery Requirements
Delivery Requirements
Delivery date and time
Bidder shall deliver the goods to the Iraq-Ninawa-Jeddah 1 camp. After the Contract
signature.
Delivery Terms
(INCOTERMS 2020)
Click or tap here to enter text.
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)
Iraq-Ninawa-Jeddah 1 camp
Distribution of shipping
documents (if using
freight forwarder)
NA
Packing Requirements
NA
Training on Operations
and Maintenance
NA
Warranty Period
NA
After-sales service and
local service support
requirements
NA
Preferred Mode of
Transport
Land Transport
Other information
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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 - GOODS
Bidders are requested to complete this form, sign it and return it as part of their bid 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.
Currency of the Quotation: US Dollars
INCOTERMS: Click or tap here to enter text.
Item
No
Description
UOM
Qty
Unit price
Total price
1.
Click or tap here to enter text.
2.
Click or tap here to enter text.
3.
Click or tap here to enter text.
4.
Click or tap here to enter text.
5.
Click or tap here to enter text.
Total Price
Transportation Price
Insurance Price
Installation Price
Training Price
Other Charges (specify)
Total Final and All-inclusive Price
Compliance with Requirements
You Responses
Yes, we will
comply
No, we
cannot
comply
If you cannot comply, pls. indicate
counter proposal
Minimum Technical Specifications
☐
☐
Click or tap here to enter text.
Delivery Term (INCOTERMS)
☐
☐
Click or tap here to enter text.
Delivery Lead Time
☐
☐
Click or tap here to enter text.
Warranty and After-Sales Requirements
☐
☐
Click or tap here to enter text.
Validity of Quotation
☐
☐
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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Other Information:
Estimated weight/volume/dimension of the
Consignment:
Click or tap here to enter text.
Country/ies of Origin:
(if export licence required this must be submitted
if awarded the contract)
Click or tap here to enter text.
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 the 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.
