International Organization for Migration, Mission in Ukraine (IOM), within the framework of “Support for Migration and Asylum Management in Ukraine (IMMIS)” project, now invites interested Suppliers to submit their Quotations for the supply and delivery of IT equipment and licenses to modernize existing hardware infrastructure of the Ministry of Foreign Affairs of Ukraine.
Additional details are provided in the attached archive below.
RFQ documentation includes the following:
Section I. General Instructions to Suppliers
Section II. Sample forms:
Annex A Quotation Form
Annex B Price List
Annex C Technical Specification
Annex D Purchase Order Template
Annex E List of Warranty Service Providers
Annex F Code of Conduct for Suppliers
Annex G Vendor Information Sheet
Annex H Bid Securing Declaration
Annex I Advance Payment Security
Suppliers submit the following information and documents as part of their Quotation:
a) Quotation Form (Annex A);
b) Price List (Annex B);
c) Technical Specification (Annex C);
d) Written (in no particular format) Supplier`s consent to, if selected as a Supplier herewith, sign a Purchase Order based on IOM template (Annex D);
e) List of warranty service providers (Annex E);
f) Code of Conduct for Suppliers (Annex F), signed and stamped;
g) Vendor information sheet (Annex G), signed and stamped;
h) Bid Securing Declaration (Annex H);
i) Company Profile (general presentation of the Supplier`s activities, relevant experience and references);
j) Certificate of Registration from government agency in Ukraine or abroad;
k) Confirmations of Tax Identification Number and certificate of tax payer issued by respective government agencies in Ukraine or abroad;
l) Certificate of No Outstanding Tax Liability;
m) Manufacturer Authorization Form, copies of Authorization / Reseller / Partner / Distributor Certificates, issued by equipment manufacturer;
n) Copies of supporting documents on quoted equipment quality i.e. quality certificate, declaration of conformity, research of design certificate etc.
Supplier shall deposit the electronic versions of the Quotation documents (signed and stamped) on a file hosting service (Dropbox, One Drive, etc.) and shall send the link of the folder containing quotation to email@example.com on or before 15:00 EEST 29.05.2020.
The subject line of the e-mail containing the link for the electronic bid download shall clearly indicate the following:
UA1-2020-1268 – [insert full name of the Supplier] – Electronic Quotation
The Quotation must be valid for no less than 60 (sixty) calendar days from the date of quotations opening (next business day after submission deadline); it should be clearly stated in the quotation.
Prices should be indicated in EUR, VAT exempt, DDP Kyiv (Ukraine) (INCOTERMS 2010). The Goods are to be delivered in the framework of the international technical assistance project, which according to the Resolution of the Cabinet of Ministers dd. 15.02.2002 №153 allows tax exemption for the suppliers, namely VAT exemption, as per legislation in effect and in accordance with the Ukraine international treaties. Quotations with VAT shall be rejected.
Later on selected Supplier shall decide whether they would be paid in EUR or Ukrainian Hryvna (UAH). In case the Contractor chooses to be paid in UAH the invoice amount shall be converted to UAH based on UN operational Rates of Exchange on the date of payment.
Interested Suppliers can address questions related to this RFQ and/or technical specifications in writing to the following email firstname.lastname@example.org not later than 3 (three) working days prior to deadline for submission, specifying in the subject line:
UA1-2020-1268 - [insert full name of the Supplier] – Clarification request, attn. Anastasiia Dan
IOM shall respond to such request in writing by email. If query initiates substantial clarification or amendments to the RFQ, written copies of IOM’s response (including an explanation of the query but without identifying the source of inquiry) will be published at the respective section of IOM Mission in Ukraine website for all prospective Suppliers. Web-site link:
IOM reserves the right to accept or reject any Quotation, cancel the selection process and reject all Quotations at any time prior to signing respective Contract, without thereby incurring any liability to affected Suppliers.