15th January 2020

Dear Sir/Madam,

Subject: Invitation to Bid (ITB) for the provision of Soya and Sugar Beans Seeds to UN Women South Africa Multi Country Office (SAMCO)

1. The United Nations Entity for Gender Equality and the Empowerment of Women (UN Women) plans to procure Soya and Sugar Beans seeds as described in this Invitation to Bid and its related annexes. UN Women now invites sealed bids from qualified bidders for providing the requirements as defined in these documents.

 

1. In order to prepare and submit a responsive bid, please carefully review, and understand the contents of the following documents:

 

1. This letter and Bid Instruction Sheet (BIS)
2. Instructions Bidders (Annex 1) available from this link: http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/procurement/un-women-procurement-itb-instructions-en.pdf?la=en&vs=3920
3. Technical Specifications (Annex 2)
4. Returnable Documents (Annex 3):
   1. Bid Acknowledgement
   2. Bidder Information Form
   3. Bid Submission Form
   4. Financial offer
   5. JV Partner Information Form
   6. Past Performance Statement Form
   7. No Adverse Judgement Confirmation Form

 

1. Other Forms:
   1. Voluntary Agreement for Promoting Gender Equality in the Workplace (Annex 4)
   2. General Conditions of Contract  (Annex 5)
2. Submission Checklist (Annex 7)
3. Eligibility Criteria (Annex 8)

 

1. The Bid Instruction Sheet (BIS) -below- provides the requisite information (with cross reference numbers to the detailed Instructions to Bidders (Annex 1 - see above link).

 

 

 Instruction Sheet (BIS)

 

Detailed Instruction governing below listed summary of the “instructions to bidders” is available in the “Instruction to Bidders” (Annex I)

http://www.unwomen.org/-/media/headquarters/attachments/sections/about%20us/procurement/un-women-procurement-itb-instructions-en.pdf?la=en&vs=3920

Cross Ref. to Clause of Annex I

Instruction to Bidders

Specific Requirements as referenced in Annex I

4.3

Deadline for Submission of Bids

Date and Time: January 24th, 2020 12:00 AM

City and Country:  South Africa (for local time reference, see www.greenwichmeantime.com)

This is an absolute deadline, bids received after this date and time will be disqualified.  

4.1 – 4.4 Manner of Submission

☐ Personal Delivery/ Courier mail/ Registered Mail

☒ Electronic submission of bid

 

4.1​​​​​​​ Address for Bid Submission

☐ Personal Delivery/ Courier mail/ Registered Mail:

☒ Electronic submission of Bid:

procurement.mco@unwomen.org

 

Bids should be submitted to the designated address by the date and time of the deadline given.

3.1

Language of the bid

☒ English                 ☐ French                 ☐ Spanish

☐ Other

3.5​​​​​​​ Bid Currencies

Preferred Currency: ZAR or USD

 

Bidder may submit quotation/offer in any freely convertible currency

3.6​​​​​​​ Bid Validity Period

90 days Commencing after the deadline for submission of bids.

2.4 ​​​​​​​Clarifications of solicitation documents

Requests for clarification shall be submitted 7 days before the deadline for submission of bid.

Contact address for requesting clarifications on the solicitation documents

Requests for clarification should be addressed to the e-mail address: siya.leshabane@unwomen.org

Clarification emails should include a subject header in the following format:

“UNW ITB Reference #, Request for Clarification, Company/Contractor Name”

Bidders must not communicate with any other personnel of UN Women regarding this ITB.

The e-mail address above is for clarifications ONLY.

Do not send or copy your bid to this e-mail addresses, doing so will disqualify your bid. 

3.7

Annex 5

Bid Security  

☐ Required

Bid Security is not foreseen to be required by UN Women at this stage; however, UN Women reserve the rights to request a Bid Security from the successful bidder at any stage.

6.4

Annex 6

Performance Security

 

 

☐ Required

The Performance Security is not foreseen to be required by UN Women at this stage; however, UN Women reserve the right to request a bid security from the successful bidder at any stage.

 

5.8

Post-Qualification Requirements

REQUIRED:

• Past Performance Statement Form
• No Adverse Action Confirmation Form

 

☒ Production Capacity Data

☒ Export and Manufacturer/Supplier License Information.

 

Eligibility Criteria

See Annex 9 for eligibility criteria

 

1. The bidder will be selected based on the Award Criteria section of the Instructions to Bidders and Eligibility Criteria as reflected in Annex 9.

 

1. If you request additional information, we would endeavor to provide information expeditiously, but any delay in providing such information will not be considered a reason for extending the submission date of your bid.

 

1. This letter is not to be construed in any way as an offer to contract with your organization.

 

 

Yours sincerely,

Anne Githuku-Shongwe

Country Representative

UN Women South Africa Multi-Country Office

ANNEX 2

 

 

Soya and Sugar Beans Seeds

Quantity/Description/Variety

Total (KGs)

Soya Bean Seeds

 Soybean seed, early or semi-early variety, with stable and high yields, suitable for both dry land and irrigated production conditions. Soybean seeds must be GMO free and non-GMO treated. Free from insects and moulds, packaged in 5KG, suitable for commercial production;

1000 KG

Sugar Bean Seeds

Red Speckled bean seed, early or semi-early variety, with stable and high yields, suitable for both dry land and irrigated production conditions. Sugar bean Seed must be GMO free and non-GMO treated. Free from insects and moulds, packaged in 5KG, suitable for commercial production;

1500 KG

 

 

Shelf Life:

Note: Fresh Manufacture at the date of Order to last, I year

Delivbery Schedule

4th – 6th February 2020

2500 KG

Total

2500 KG

Delivery Addresses

Bloemfontein and Polokwane

 

Remarks: Sucessful Bidder will deliver soybean seeds to the 2 locations (Limpopo-Polokwane and Free State- Bloemfontein), based on the principle one location one-delivery spot. Exact delivery spots will be delivered to the successful Bidder upon the completion of the selection process.

In addition to the above-mentioned technical specifications, all bidders and offered soybean and sugar bean seeds must be fully aligned and fulfill all requirements in accordance with relevant laws governing the areas of seed quality, health, variety, import, market placement etc.

 RETURNABLE DOCUMENTS

PLEASE COMPLETE THE BID ACKNOWLEDGMENT AND RETURN IT PRIOR TO 20th January 2020

i.Bid Acknowledgment

To:

UN Women

Procurement Section

 

Date: _______________________

Email: procurement.mco@unwomen.org

From:

Subject:

 

Invitation to bid, UN Women Reference no.:  

[insert ref number]

☐ YES, we intend to submit an offer.

☐ NO, we are unable to submit an offer in response to the above-mentioned invitation to bid due to the reason(s) listed below:

☐ The requested products are not within our range of supply

☐ We are unable to submit a competitive offer for the requested products at the moment

☐ The requested products are not available at the moment

☐ We cannot meet the requested specifications

☐ We cannot offer the requested type of packing

☐ We can only offer FCA prices

☐ The information provided is insufficient to enable provision of responsive offer

☐ Your invitation to bid is too complicated

☐ Insufficient time is allowed to prepare a quotation

☐ We cannot meet the delivery requirements

☐ We cannot adhere to your terms and conditions (please specify payment terms, request for performance security, etc.)

☐ We do not export

☐ Our production capacity is currently full

☐ We are closed during the holiday season

☐ We had to give priority to other clients’ requests

☐ We do not sell directly but through distributors

☐ We have no after-sales service available

☐ The person handling the bids is away from the office

☐ Other (please specify: _________________________________)

Future Invitations:

☐ We would like to receive future invitations to bid for this type of goods

☐ We don’t want to receive future invitations to bid for this type of goods

If UN Women has questions about this BID, UN Women should contact:

Mr./Ms.__________________ Phone: (     )              - ___________ Email: _______________________

1. Bidder Information Form

 

1. Expertise of Organization:

                                                                           [Please fill in below]

Organization structure (e.g. service provider, wholesaler, trader, manufacturer)

 

Years of company experience

 

Areas of expertise of organization

 

Current Licenses if any, and Permits (with dates, numbers and expiration dates)

 

Production Capacity

 

1.    Quality Assurance Certification:

International Quality Management System (QMS)

 

List of other ISO certificates or equivalent certificates (please also indicate if you have ISO 14000, SA 8000, ISO 9000, ISO 9001:2008, ISO 9000: 2005, ISO 9004:2009, ISO 19011:2011, ISO/IEC 17065:2012, ISO/IEC TS 17021-2:2012)

 

Presence and characteristics of in-house quality control laboratory

 

Indicate if your company has 1- Quality Certification Alliance (QCA) accreditation;

 

2- Affiliation with the Fair Labor Association;

 

3- C-TPAT Certification (Customs-Trade Participation against Terrorism)

1.       Sustainable Business Practices

Environmental Considerations

• Compliance Certificates
• Environmental Accreditations
• Markings/Labels
• Other evidences of the Bidder’s practices which contributes to the ecological sustainability and reduction of adverse environmental impact (e.g. use of non-toxic substances, recycled raw materials, energy-efficient equipment, reduced carbon emission, etc.), either in its business practices or in the goods it manufactures.)

 

Gender Equality Considerations

• Quantitative information regarding the percentage of women (1) employed in the workplace, (2) in executive/senior positions, (3) shareholders.
• Indicate if you are a signatory to Women Empowerment Principles (only available if you have more than 10 employees) http://weprinciples.org/Site/PrincipleOverview
• Indicate if you have signed the Voluntary Agreement to Promote Gender Equality and Women’s Empowerment (if less than 10 employees)

 

Socially/Ethically Responsible Business Practices in the areas of:

• Human rights
• Labor
• Anti-corruption

 

1. Expertise of Staff:

Total number of staff

Number of staff involved in similar supply contracts

1. Client Reference List:

Please provide references such as client details, commercial bank details, etc.

Name of company:

Contact person:

Telephone:

E-mail:

1.

 

 

 

2.

 

 

 

3.

 

 

 

 

1. Contact details of persons that UN WOMEN may contact for requests for clarification during bid evaluation:

Name/Surname

 

Tel Number (direct):

 

Email address (direct):

 

PS: This person must be available during the next two weeks following receipt of bid

 

iii.Bid 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.

 

To:

UN Women South Africa                                                                                                                     

Metro Park Building 4th Floor

351 Francis Baard Road

Pretoria

 

We, the undersigned, declare that:

1. We have examined and have no reservations to the bid solicitation documents;

 

1. We offer to supply in conformity with the bid solicitation documents with the following __________________________ [description of supplies and ancillary services, if any] and undertake, if our bid is accepted, to commence and complete delivery of all goods and any related services specified in the contract within the time frame stipulated.
2. The total price of our bid, excluding any discounts offered in item (d) below, is: ______________________________ [insert the total bid price in words and figures, indicating the various amounts and the respective currencies];
3. The discounts offered and the methodology for their application are:

         Discounts. If our bid is accepted, the following discounts shall apply._______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ [Specify in detail each discount offered and the specific item of the Schedule of Requirements to which it applies, attach additional page(s) if necessary.]

         Methodology of Application of the Discounts. The discounts shall be applied using the following method: __________________________________________________________________________________________________________________________________________________ [Specify in detail the method that shall be used to apply the discounts];

1. Our bid shall be valid for a period of [_____] days from the date fixed for the bid submission deadline in accordance with the Invitation to Bid, and it shall remain binding upon us and may be accepted at any time before the expiration of that period;

 

1. If our bid is accepted, we commit to obtain a performance security in accordance with the instructions under the Bid Instruction Sheet;

 

 

1. We, including any subcontractors or suppliers for any part of the contract, have nationality from countries____________________________________________________________ [insert the nationality of the bidder, including that of all parties that comprise the bidder]

 

1. We have no conflict of interest in accordance with Clause 1.2 (Eligible Bidders) of the ITB Instructions to Bidders;

 

1. Our firm, its affiliates or subsidiaries—including any subcontractors or suppliers for any part of the contract—has not been declared ineligible by UN Women, in accordance with Clause 1.2 (Eligible Bidders) of the ITB Instructions to Bidders;

 

1. We understand that you are not bound to accept the lowest evaluated bid or any other bid that you may receive.

 

Name: ______________________________________

[Insert complete name of person signing the Bid Submission Form]

 

Signed: _____________________________________

[Insert signature of person whose name and capacity are shown]

 

In the capacity of _____________________________

[Insert legal capacity of person signing the Bid Submission Form]

 

 

Duly authorized to sign the bid for and on behalf of: ____________________________

                                                                                        [Insert complete name of Bidder]

 

Dated on ____________ day of __________________, _______

[Insert date of signing]

 

1. Financial Offer

(See Excel price sheet – attached to this ITB)

 

 The bidder shall fill in the financial offer (i.e. the attached Excel sheet) in accordance with the instructions indicated, sign and stamp as below and submitted to the email address indicated in the BIS.

 

BIDDER’S DELIVERY DATA

COUNTRIES OF ORIGIN OF OFFERED PRODUCTS:

ITEM 1

 

 

ITEM 2

 

 

ITEM 3

 

FCA POINTS(S) OF SHIPMENT (EXPORT POINT) FOR OFFERED PRODUCTS: (PLEASE STATE CITY, COUNTRY):

ITEM 1

 

 

ITEM 2

 

 

ITEM 3

 

DELIVERY TIME (FCA FROM DATE OF ORDER):

ITEM 1

 

 

ITEM 2

 

 

ITEM 3

 

SHIPMENT DIMENSIONS OF OFFERED PRODUCTS

 

GROSS WEIGHT

TOTAL VOLUME

CONTAINERS (if applicable):

(INCLUDING PACKAGE):

Number

Size

 

ITEM 1

 

 

 

 

 

ITEM 2

 

 

 

 

 

ITEM 3

 

 

 

 

 

TOTAL

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PROVIDED THAT A PURCHASE ORDER IS ISSUED BY UN WOMEN WITHIN THE REQUIRED BID VALIDITY PERIOD, THE UNDERSIGNED HEREBY COMMITS, SUBJECT TO THE TERMS OF SUCH PURCHASE ORDER, TO FURNISH ANY OR ALL ITEMS AT THE PRICES OFFERED AND TO DELIVER SAME TO THE DESIGNATED POINT(S) WITHIN THE DELIVERY TIME STATED ABOVE.

Exact name and address of company

 

COMPANY NAME                                                                            

 

ADDRESS                                                                       

 

                                                                                      

 

PHONE NO.                                      

 

 

EMAIL ADDRESS OF CONTACT PERSON                       

 

OTHER EMAIL ADDRESSES                                            

 

 

                                                                              

AUTHORIZED SIGNATURE                         DATE

 

                                                                              

NAME OF AUTHORIZED SIGNATORY (TYPE OR PRINT)

 

                                                                              

FUNCTIONAL TITLE OF SIGNATORY

 

 

 

WEB SITE                                                                

 

 

 

 

 

 

 

 

 

 

 

 

 

1. Joint Venture / Consortium / Association Information Form (if applicable)

 

JV / Consortium/ Association Information

Name of leading partner (with authority to bind the JV, Consortium/Association during the Bidding process and, in the event a Contract is awarded, during contract execution)

[insert name, address, telephone/fax or cell number, and the e-mail address]

 

JV’s Party Legal Name:

[insert JV’s Party legal name] {Attach original copy of document of incorporation/registration of the JV, in accordance with Clause 3 (Eligible Bidders)

JV’s Party Country of Registration:

 [insert JV’s Party country of registration]

JV’s Party Year of Registration:

[insert JV’s Part year of registration]

JV’s Party Legal Address in Country of Registration:

[insert JV’s Party legal address in country of registration]

 

Consortium/Association’s names of each partner/authorized representative and contact information

 

Name of partner: _____________________

Address: _____________________  

Phone Number(s): _____________________

Email Address(es): _____________________

 

Name of partner: _____________________

Address: _____________________  

Phone Number(s): _____________________

Email Address(es): _____________________

 

Name of partner: _____________________

Address: _____________________  

Phone Number(s): _____________________

Email Address(es): _____________________

 

Name of partner: _____________________

Address: _____________________  

Phone Number(s): _____________________

Email Address(es): _____________________

Consortium/Association Agreement

Attached are copies of original documents of: [check the box(es) of the attached original documents]

ð  Articles of Incorporation or Registration of firm named in 2, above, in accordance with Clause 3 (Eligible Bidders).

ð  JV Agreement, or letter of intent to enter into such an Agreement, signed by the legally authorized signatories of all the parties

 

Signatures of all partners/authorized representatives:

 We hereby confirm that if the contract is awarded, all parties of the Joint Venture, or Consortium/Association shall be jointly and severally liable to UN Women for the fulfillment of the provisions of the Contract.

 

Name of partner: _____________________

 

Signature: ___________________________            

Date: ______________________________              

 

Name of partner: _____________________

 

Signature: ___________________________            

Date: ______________________________              

 

Name of partner: _____________________

 

Signature: ___________________________            

Date: ______________________________              

 

Name of partner: _____________________

 

Signature: ___________________________            

Date: ______________________________              

 

 

 

 

 

 

 

 

 

 

 

1. Past Performance Statement Form

(for the period up to the last five years)

 

Order placed by (Full address of purchaser)

Order no & date

Description & quantity of ordered items

Value of Order

Date of completion of Delivery

Reference Information: Contract manager/point-of-contact name, address, telephone number and email address

 

Remarks indicating reasons of late delivery, if any

As per Contract

Actual

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Signature and seal of the Bidder: __________________________

 

 

 

To be attached: documentary evidence (client’s certificate) in support of satisfactory completion of above orders.

 

 

 

1. No Adverse Action/Judgement Confirmation Form[1]

 

This is to certify that [check one]:

 

• No adverse action or judgement has been taken against the bidder________________________ [bidder’s name] and the manufacturers______________________________ [insert manufacturer’s name], whose products are being offered by the bidder against this Invitation to Bid, in the last 5 (five) years.

 

• The following instances of previous past performance have resulted in adverse actions taken against the bidder_____________________________ [insert Bidder’s name] and the manufacturer(s) ______________________________________ [insert manufacturer(s) name], whose products are being offered by the bidder, in the last 5 (five) years. Such adverse actions included:

 

(Indicate date and reasons for adverse actions and result of adverse actions; i.e. suspension or cancellation of manufacturing license by regulatory authorities, product recalls, blacklisting, debarment from bidding etc.)

 

 

 

Signature: _______________

Name: __________________

Designation with stamp:

 

_______________________

Date: ___________________

 

 

1.  ANNEX 3

Voluntary Agreement to Promote Gender Equality and Women’s Empowerment

Between

­­­­­­­­­­­­­­­­­­­­­­­­­­____________________________________________________________

And

The United Nations Entity for Gender Equality and the Empowerment of Women

The United Nations Entity for Gender Equality and the Empowerment of Women, a composite entity of the United Nations established by the United Nations General Assembly by its resolution 64/289 of 2 July 2010 (hereinafter referred to as “UN Women”) strongly encourages ___________________________________________________________________ (hereinafter referred to as the “contractor”) to partake in achieving the following objectives: 

☐  Acknowledge values & principles of gender equality and women’s empowerment;

☐ Provide information and statistical data (that relates to policies and initiatives that promote gender equality and women empowerment), upon request;

☐ Participate in dialogue with UN Women to promote gender equality and women’s empowerment in their location, industry and organization;

☐ Establish high-level corporate leadership for gender equality;

☐ Treat women and men fairly at work and respect and support human rights and nondiscrimination;

☐  Ensure health, safety and wellbeing of all women and men workers;

☐ Promote education, training and professional development for women;

☐ Implement enterprise development, supply chain and marketing practices that empower women;

☐ Promote equality through community initiatives and advocacy;

☐ Measure and publicly report on progress to achieve gender equality.

 

On behalf of the contractor:                                      

Name: ________________________________, Title: __________________________

Address: ______________________________________________________________

Signature: _______________________       

Date:   ________________________

 

 

ANNEX 4

 

http://www.unwomen.org/en/about-us/procurement/contract-templates-and-general-conditions-of-contract

 

                        ANNEX 5

 

For email and/or physical delivery the following items should accompany your bid:

Mandatory Returnable Documents

• Bid Acknowledgement

 

• Bidder Information Form

 

• Bid Submission Form

 

• Financial offer

 

• Past Performance Statement Form

 

• No Adverse Judgement Confirmation Form

 

 

Other Forms (If Applicable)

• Joint Venture / Consortium / Association Information Form (if a joint venture)

 

• Voluntary Agreement for Promoting Gender Equality in the Workplace (Voluntary)

 

• Bid Security Form

 

• Performance Security Form

 

• Waiver and Release of Indemnity

 

 

Please check-off to confirm the below:

MODEL FORM OF CONTRACT HAS BEEN READ AND UNDERSTOOD

 

THE GENERAL CONDITIONS OF THE CONTRACT HAVE BEEN READ, UNDERSTOOD, DULY REVIEWED BY A LEGAL ENTITY FOR MY ORGANIZATION’S ABILITY TO COMPLY AND ACCEPT ALL TERMS.

 

 

 

 

ANNEX 6

The standard eligibility criteria for suppliers wishing to engage in a contract are laid out below. Further information on doing business with UN Women/ how to become UN Women vendor can be found on UN Women’s website.

 

Legal Capacity: Bidders may be a private, public or government-owned legal entity or any association with legal capacity to enter into a binding Contract with the United Nations Entity for Gender Equality and the Empowerment of Women (UN Women).

 

Conflict of Interest: Bidders must disclose any actual or potential conflict of interest and they shall be deemed ineligible for this procurement process unless such conflict of interest is resolved in a manner acceptable to UN Women. Conflict of interest is present when:

• A Bidder has a close business or family relationship with a UN Women personnel who: (i) are directly or indirectly involved in the preparation of the bidding documents or specifications of the contract, and/or the bid evaluation process of such contract; or (ii) would be involved in the implementation or supervision of such contract;
• A Bidder is associated, or has been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by UN Women to provide consulting services for the preparation of the design, specifications, Terms of Reference, and other documents to be used for the procurement of the goods, services or works required in the present procurement process;
• A Bidder has an interest in other bidders, including when they have common ownership and/or management. Bidders shall not submit more than one bid, except for alternative offers, if permitted. This will result in the disqualification of all bids in which the Bidder is involved. This includes situations where a firm is the Bidder in one bid and a sub-contractor on another; however, this does not limit the inclusion of a firm as a sub-contractor in more than one bid.

Failure to disclose any actual or potential conflict of interest may lead to the Bidder being sanctioned further by UN Women.

 

Ineligibility Lists: A Bidder shall not be eligible to submit an offer if and when at the time of submission, the Bidder:

• is included in the Ineligibility List, hosted by UNGM, that aggregates information disclosed by Agencies, Funds or Programs of the UN System;
• is included in the Consolidated United Nations Security Council Sanctions List, including the UN Security Council Resolution 1267/1989 list;
• is included in any other Ineligibility List from a UN Women partner and if so listed in the RFQ Instructions.
• is currently suspended from doing business with UN Women and removed from its vendor database(s).

 

Code of Conduct: All Bidders are expected to embrace the principles of the United Nations Supplier Code of Conduct, reflecting the core values of the Charter of the United Nations. UN Women also expects all its suppliers to adhere to the principles of the United Nations Global Compact and recommends signing up to the Womens Empowerment Principles.