For the establishment of frame agreements for the supply of food commodities

For the establishment of frame agreements for the supply of food commodities Tender number: ITB/2021/RSA/001 Closing date and time: 16/04/2021 – 23:59 hrs (GMT+2) INTRODUCTION TO UNHCR The Office of the United Nations High Commissioner for Refugees (UNHCR) was established on December 14, 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It also has a mandate to help stateless people. In more than six decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 6,600 people in more than 110 countries continues to help about 34 million persons. To help and protect some of the world’s most vulnerable people in so many places and types of environment, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations, please see 1. REQUIREMENTS The Office of the United Nations High Commissioner for Refugees (UNHCR), South Africa multi-Country Office (SAMCO), invites qualified suppliers and manufacturers to make a firm offer for the establishment of Frame Agreement(s) for the supply of food commodities. deliverable to UNHCR IMPORTANT: Exact technical specifications of the items are detailed in Annex A of this document. UNHCR may award Frame Agreement(s) with initial duration of 2 years, potentially extendable for a further period of 1 year each, for supplying its operations globally. The successful bidders will be requested to maintain their quoted price model for the duration of the Frame Agreement(s). The estimated annual requirement of UNHCR is as follows deliverable to UNHCR warehouse at Osire Refugee camp in Namibia: (see document for table) Please note that above figures have been stated in order to enable bidders to have an indication of the projected requirements. It does not represent a commitment that UNHCR will require the totality of the above quantity. Quantities may vary and will depend on the actual requirements and funds available regulated by issuance of individual Purchase Orders against the Frame Agreement(s). IMPORTANT: Each Bidder should bid for a single LOT or more LOTs and bid for each LOT should be submitted separately. A single bid for multiple LOTs may be disqualified. Other United Nations Agencies, Funds and Programmes shall be entitled to the same prices and terms as those contained in the offers of the successful bidders and could form the basis for a Frame Agreement with other UN Agencies. IMPORTANT: When a Frame Agreement is awarded, either party can terminate the agreement only upon 30 days’ notice, in writing to the other party. The initiation of conciliation or arbitral proceedings in accordance with article 19 “settlement of disputes” of the UNHCR General Conditions of Contracts for provision of Goods and Services shall not be deemed to be a “cause” for or otherwise to be in itself a termination clause. It is strongly recommended that this Invitation to Bid document and its annexes be read thoroughly. Failure to observe the procedures laid out therein may result in disqualification from the evaluation process. QUALITY CONTROL THROUGHOUT THE FRAME AGREEMENT: UNHCR will carry random quality inspections, including specific selected criteria for laboratory test to products or items selected by UNHCR or by an independent surveyor appointed by UNHCR from samples selected during production, upon departure, loading, unloading, arrival to destination or from any storage location. The cost of the quality control inspections and laboratory tests will be covered by UNHCR. In cases of supplier’s quality default, in addition to the good’s PO penalty clauses, the inspection and laboratory cost will be charged to the supplier. Sub-Contracting: Please take careful note of article 4 of the attached General Terms and Conditions (Annex E). Note: this document is not construed in any way as an offer to contract with your firm. 2. BIDDING INFORMATION: 2.1. ITB DOCUMENTS The following annexes form integral part of this Invitation to Bid: Annex A: Technical Specifications Annex B: Technical Offer Form Annex C: Financial Offer Form Annex D: Vendor Registration Form Annex E: UNHCR General Conditions of Contracts for the Provision of Goods and Services – 2018 2.2 ACKNOWLEDGMENT We would appreciate your informing us of the receipt of this ITB by return e-mail to as to: - Your confirmation of receipt of this invitation to bid - Whether or not you will be submitting a bid - The source where you have acquired this tender document (e.g. E-Mail, Chamber of Commerce, UNGM website, printed media etc.) IMPORTANT: Please note that Bid Submissions are NOT to be sent to the e-mail address above. Any bids submitted to the above email may result in disqualification 2.3 REQUESTS FOR CLARIFICATION Bidders are required to submit any request for clarification in respect of this ITB by e-mail to The deadline for receipt of questions is 23:59 hrs (GMT+2) on 01/04/2021. IMPORTANT: Please note that Bid Submissions are not to be sent to the e-mail addresses above. Failure to comply with this provision may result in disqualification. UNHCR will reply to the questions received as soon as possible by means of publication by email to all invited bidders. 2.4 YOUR OFFER Your offer shall be prepared in English. Please submit your offer using the Annexes provided. Offers not conforming to the requested formats may be not taken into consideration. IMPORTANT: Inclusion of copies of your offer with any correspondence sent directly to the attention of the responsible buyer or any other UNHCR staff other than the submission e-mail address will result in disqualification of the offer. Please send your bid directly and only to the address provided in the “Submission of Bid” section 2.6) of this ITB. Your offer shall comprise the following two sets of documents: - Technical offer - Financial offer 2.4.1 Content of the TECHNICAL OFFERIMPORTANT: No pricing information should be included in the Technical offer. Failure to comply may risk disqualification. The technical offer should contain all information required. The technical details of the products requested by UNHCR can be found in Annex A. Your technical offer should clearly state whether or not the goods you are offering are fully conforming to the product specifications given. Clearly state and disclose any discrepancies with the specifications given. The following details shall also be provided in the Technical Offer. Incoterms: The International Chamber of Commerce Incoterms 2010 shall apply for this ITB and for any resulting purchase orders(s). Company profile and qualifications: The bidder shall provide: a) A copy of company certificate of registration. The core business of the Bidder must be related production and supply of commodity of interest b) A copy of valid trading license c) Copies of last audited financial statements (i.e. 2020, 2019 and 2018) showing financial capacity to handle the requirement d) Three (3) corporate clients for whom you have successful supplied related commodities. In doing so, supply complete contact address (physical address, telephone and e-mail at least) of such clients Packing details: The technical offer shall clearly indicate the packing options in compliance with the packing requirements part of Annex A to this ITB. (These are minimum packaging requirements; however, suppliers are encouraged to propose alternative options for better transport utilization and handling). Delivery Capacity: The bidder shall state monthly Supply capacity for each item it is bidding for. Delivery lead-time: The bidder shall state the time period (in days) within which it will be able to deliver the estimated minimum order quantity under Annex A of this ITB. Storage Capacity: Successful bidders will be expected to maintain a dedicated emergency stock at their premises at no extra cost and withouth prior commitment from UNHCR, which can be used for rapid deployment to UNHCR emergency operations. The bidder should indicate in their offer the quantity they can maintain accordingly. Shelf life and usable lifespan: The bidder shall clearly state the recommended shelf life of the product, as well as the usable lifespan, i.e. the recommended usage period in compliance with Annex A of this ITB. Inspection: Inspection and laboratory testing of goods will be applicable and will be advised at the time of purchase. The inspection will be arranged and paid for by UNHCR. Please note that inspection charges resulting from the supplier’s default will be charged directly to the supplier. Batch and Supplier Identification Marks: The succesfull bidders will be expected to confirm acceptance of labeling requirements under Annex A of this ITB. Country of Origin of the Supplier and place of Manufacture: The technical offer shall state the country in which the supplier is registered as well as the country and place of manufacture of the products. Warranty: The bid shall include defects and liability period with terms of warranty. Certificate: If available, The bidder will submit a copy of certificate issued by the government of Botswana authorizing it to import and/or distribute food commodities in Botswana. Samples: The bidder shall submit sample of items it is bidding for as per Annex A of this ITB before the bid submission deadline to: Supply Unit UNHCR South Africa multi-Country Office (SAMCO) Waterkloof house, 209 waterkloof road Pretoria, South Africa NB: Failure to provide sample will result in disqualification of the offer. Vendor Registration Form: If your company is not already registered with UNHCR, you should complete, sign and submit with your technical proposal the Vendor Registration Form (Annex D). If your company is already registered with UNHCR, please submit an empty Vendor Registration Form clearly indicating your UNHCR Vendor ID. UNHCR General Conditions for Provision of Goods and Services: Your technical offer should contain your acknowledgement of the UNHCR General Conditions for Provision of Goods and Services by signing Annex E. Please note that submitting an offer is deemed as acceptance of UNHCR’s General Conditions for Provision of Goods and Services. 2.4.2 Content of the FINANCIAL OFFER Your separate Financial offer must contain an overall offer in a single currency, either in US Dollars, Euros or in the currency of your company’s country. IMPORTANT: Please carefully consider the pricing model applicable to this invitation tender. The price offered should be: • fixed price in Namibian Dollar • price must remain unchanged for the duration of the Frame Agreement (2 + 1 years). The Financial offer is to be submitted as per the Financial Offer Form (Annex C). Bids that have a different price structure may not be accepted. The following details shall be provided for each item: Unit costs: The bidder shall quote the unit price DAP UNHCR warehouse at Osire Refugee camp in Namibia. Any quantity or other discounts (e.g. volume discounts) shall be clearly indicated]. UNHCR is exempt from all direct taxes and customs duties. With this regard, price has to be given without VAT. You are requested to hold your offer valid for 90 days from the deadline for submission. UNHCR will make its best effort to select a company within this period. The pricing model quoted in the Supplier’s offer will remain valid for the duration of the Frame Agreement. UNHCR’s standard payment terms are within 30 days after satisfactory implementation and receipt of documents in order. The cost of preparing a bid and of negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment. 2.5 BID EVALUATION: 2.5.1 Supplier Registration: The qualified suppliers will be added to the Vendor Database after investigation of suitability based on the submitted Vendor Registration Form and supporting documents. The investigation involves consideration of several factors such as: • Financial standing, • Core business, • Track record, • Contract capacity. This will be followed later by performance evaluation as a supplier such as: • Random / periodic testing of the supplier's products, • Ability to respond quickly to Agency's needs, • Timely delivery, • Dependability of products and services. • Lead time for delivery 2.5.2 Technical evaluation: The technical component of the submission will be evaluated using the criteria PASS or FAIL by using the exact same structure as outlined in Annex B and based on the requirements from Annex A and the ITB. 2.5.3 Financial evaluation: The financial component will be analyzed only for those suppliers that pass the technical evaluation All bids from pre-qualified suppliers will be evaluated based on: • Compliance with the established UNHCR specifications, • Unit cost DAP UNHCR warehouse at Osire Refugee camp in Namibia (non-palletized/palletized), • Delivery capacity For evaluation purposes only, the offers submitted in currency other than Namibian dollars will be converted into Namibian dollars using the United Nations rate of exchange in effect on the date the submissions are due. UN Global Compact and other factors: UNHCR supports the UN Global Compact Initiative put forward on 31 January 1999 by UN Secretary-General Kofi Annan that would bring companies together with UN agencies, labor and civil society to support ten principles in the areas of the human rights, labour, environment and anti-corruption. We encourage our suppliers to sign up with the UN Global Compact Initiative. 2.6 SUBMISSION OF BID: The offers must bear your official letter head, clearly identifying your company. Bids should be submitted by e-mail and all attachments should be in PDF format. (Copies of the PDF format documents may, as an addition, be included in Excel or other formats etc.). The Technical and Financial offers shall be clearly separated. Bid must be sent by e-mail ONLY to: IMPORTANT: The technical offer and financial offer are to be sent as separate documents. Failure to do so may result in disqualification. Deadline: 16/04/2021, 23:59 hrs GMT+2. IMPORTANT: Any bid received after this date or sent to another UNHCR address may be rejected. UNHCR may, at its discretion, extend the deadline for the submission of bids, by notifying all prospective bidders simultaneously. It is your responsibility to verify that all e-mails/documents have been received properly before the deadline. Please be aware of the fact that the e-mail policy employed by UNHCR limits the size of attachments to a maximum of 18 Mb so it may be necessary to send more than one e-mail for the whole submission. Please indicate in e-mail subject field: - ITB/2020/RSA/001 - The Lot you are bidding for - Name of your firm with the title of the attachment - Number of e-mails that are sent (example: 1/3, 2/3, 3/4). For example: - ITB/2020/RSA/001 LOT 1 Technical offer Company ABC (1/3) - ITB/2020/RSA/001 LOT 1 Financial offer Company ABC (1/1) UNHCR will not be responsible for locating or securing any information that is not identified in the bid. Accordingly, to ensure that sufficient information is available, the bidder shall furnish, as part of the bid, any descriptive material such as extracts, descriptions, and other necessary information it deems would enhance the comprehension of its offer. IMPORTANT: The Financial offer will only be opened for evaluation if the supplier’s technical part of the offer has passed the test and has been accepted by UNHCR as meeting the technical specifications. 2.7 BID ACCEPTANCE: UNHCR reserves the right to accept the whole or part of your bid, or to allow split or partial awards. UNHCR may at its discretion increase or decrease the proposed content when awarding the contract and would not expect a significant variation of the rate submitted. Any such increase or decrease in the contract duration would be negotiated with the successful bidder as part of the finalization of the Purchase Orders for Goods. UNHCR may, at its discretion, extend the deadline for the submission of bids, by notifying all prospective suppliers in writing. The extension of the deadline may accompany a modification of the solicitation documents prepared by UNHCR at its own initiative or in response to a clarification requested by a prospective supplier. Please note that UNHCR is not bound to select any of the firms submitting bids and does not bind itself in any way to select the firm offering the lowest price. Furthermore, the contract will be awarded to the bid considered most responsive to the needs, as well as conforming to UNHCR’s general principles, including economy and efficiency and best value for money. 2.8 CURRENCY AND PAYMENT TERMS FOR PURCHASE ORDERS Any Purchase Order (PO) issued as a result of this ITB will be made in the currency of the winning offer(s). Payment will be made in accordance to the General Conditions for the Purchase of Goods and in the currency in which the PO is issued. Payments shall only be initiated after confirmation of successful completion by UNHCR business owner. 2.9 UNHCR GENERAL CONDITIONS OF CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES Please note that the General Conditions of Contracts (Annex E) will be strictly adhered to for the purpose of any future contract. The Bidder must confirm the acceptance of these terms and conditions in writing. see:


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