Provision of Advertising Services Tender, Liberia - 41537771

Procurement Summary

Country : Liberia

Summary : Provision of Advertising Services

Deadline : 17 Mar 2020

Other Information

Notice Type : Tender

TOT Ref.No.: 41537771

Document Ref. No. :

Competition : ICB

Financier : United Nations Secretariat

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : UNITED NATIONS ENTITY FOR GENDER EQUALITY AND THE EMPOWERMENT OF WOMEN (UN WOMEN)
3rd Floor & 1ST STREET SINKOR, MONROVIA
Liberia
Email :liberia.procurement@unwomen.org
URL :http://www.unwomen.org/en/

Tender Details

Quotation are invited for Provision of Advertising Services for UN Agencies in Liberia through the Provision of LTA.

Request for Quotation (RFQ) for Services

Reference No.: [17-02-2020]

FOR PROVISION OF ADVERTISING SERVICES FOR UN AGENCIES IN LIBERIA THROUGH THE PROVISION OF LTA]

Dear Sir/Madam,

Subject: Request for Quotation (RFQ) for PROVISION OF ADVERTISING THROUGH LTA.

1. The United Nations Entity for Gender Equality and the Empowerment of Women (UN Women) is seeking quotation(s) for the procurement of VIDEO PROVISION OF ADVERTISING THROUGH LTA as described in the Annex I to this request for quotation.

2. In order to prepare a responsive quotation, you must carefully review, and understand the contents of the following documents:

a. This Invitation letter and Quotation Instruction Sheet (QIS)

b. Terms of Reference (TOR) (Annex 1)

c. Quotation Submission Form and Quotation Format (Annex 2)

d. UN Women General Conditions of Contract (Annex 3)

e. Voluntary Agreement (Annex 4)

f. Model Form of Contract (Annex 5)

3. Quotations submitted by email must be limited to a maximum of 5 MB, virus-free or corrupted contents to avoid rejection, and no more than 3 email transmissions.

4. A contract may be awarded to the supplier having submitted a quotation representing the best value for money, i.e. lowest-priced technically-compliant of the proposed offers.

5. The following aspects will be considered for the evaluation;

i. Suitability of the approach and methodology including firm’s capacity to undertake the services.

ii. Qualifications and experience of proposed staff/personnel.

6. It is UN Women’s intention to issue the contract as presented herein the RFQ documents. Therefore, offerors should ensure any due diligence regarding the legal review and ability to be compliant to all contract terms and conditions is undertaken prior to the submission of your quotation. Submission of a quotation will be confirmation of accepting UN Women contract included herein.

7. In the case two (2) quotations are evaluated and found to be the same ranking in terms of technical qualification and price, UN Women will award contract to the company that is either women-owned or has a majority women employed. This is in support of UN Women’s core mandate. In the case that both companies are women-owned or have a majority women employed, UN Women will request best and final offer from both suppliers and shall make a final comparison of the competing suppliers.

8. UN Women reserves the right to accept or reject any quotation, and to cancel the process and reject all quotations at any time prior to the award of contract without thereby incurring any liability to the suppliers or any obligation to inform the suppliers of the grounds for such action.

9. At any time prior to the deadline for the submission of quotations, UN Women may, for any reason, whether at its own initiative or in response to a clarification requested by a supplier, modify the RFQ by way of a written amendment. All suppliers that have received the RFQ shall be notified in writing of any such amendments. In order to offer suppliers reasonable time to take any such amendments into account in preparing their quotations, UN Women may, at its discretion, extend the deadline for the submission.

10. The Quotation Instruction Sheet (QIS) below provides the requisite information for the supplier as guide to respond to this request.

QUOTATION INSTRUCTION SHEET (QIS)
Instruction to Suppliers Specific Requirements
Deadline for Submission of
Quotation
Date and Time : March 17, 2020 5:00 PM
[Monrovia, Liberia] (for local time reference, see
www.greenwichmeantime.com)
This is an absolute deadline, Quotation received after this date and time will be
disqualified.
Method of Submission
☒ Personal Delivery/ Courier mail/ Registered Mail
☒ Electronic submission of Quotation
liberia.procurement@unwomen.org
Address for Quotation
Submission
☒ Personal Delivery/ Courier mail/ Registered Mail :
UN Women
(UN WOMEN COUNTRY OFFICE,
3rd Floor & 1
ST STREET SINKOR, MONROVIA, LIBERIA]
☒ Electronic submission of Quotations: [liberia.procurement@unwomen.org]
Quotations should be submitted to the designated address by the date and time
of the deadline given.
Language of the Quotation
☒ English ☐ French ☐ Spanish
☐ Other (pls. specify) ________________________
Quotation Currencies Any freely convertible currency: ____USD___________________
Quotation Validity Period
commencing after closing
date of RFQ
60 days
UN Women may exceptionally request vendor to extend quotation validity beyond
the initial period indicated in the RFQ. Request will be communicated in writing.
+Payment Terms
☒100% upon completion and satisfactory receipt of service(s)
☐Others [pls. specify]

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Clarifications of solicitation
documents
Requests for clarification may be submitted (3) of days before the submission
date to:: [liberia.procurement@unwomen.org]
If the clarification email is different from the submission email address, please do
not submit any official quotes to the clarification email address. Doing so may
invalidate your quote and UN Women will not be able to consider it.
Clarification requests of this RFQ shall include the following subject header
format: “RFQ# Request for Clarification from Vendor Name”
Suppliers shall not communicate with any other UN personnel regarding this
RFQ.
UN Women shall endeavor to provide responses to clarifications in an
expeditious manner, but any delay in such response shall not cause an obligation
on the part of UN Women to extend the deadline date, unless UN Women deems
that such an extension is justified and necessary.
Contact for requesting
clarifications
Address: UN Women Liberia
E-mail address dedicated for
this purpose: liberia.procurement@unwomen.org
Suppliers must not communicate with any other personnel of UN Women
regarding this RFQ.
UN Women shall have no obligation to confirm receipt or response to query for
any form of communication sent to an email other than the designated email
address.
Responses to clarification
requests will be binding on all
Suppliers and will be
distributed via:
☐ Postal Mail
☒ E-mail
☐ UN Women Website
☒ Other Hand Delivery, at UN Women Office
Expected Delivery Date and
Time.
Quotations can be rejected if
the delivery date and time
☒ 30 days from the issuance of the purchase order
☒ As per Service Delivery Schedule attached
Time : 5:00 p.m.
Time Zone of Reference : GMT

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exceeds the stipulated date
and time described in the TOR
Value Added Tax on Proceed
Quotation
☐Must be inclusive of VAT and other applicable indirect taxes
☒Must be exclusive of VAT and other applicable indirect taxes
Evaluation Criteria]
☒ Technical responsiveness/Full compliance to minimum requirements under
Annex I
☒ Qualifications and experience of proposed staff/personnel
☒ Lowest price offer
☐ Comprehensiveness of after-sales services
☒ Full acceptance of the PO/Contract General Terms and Conditions [
☐Earliest Delivery / Shortest Lead Time
☐ Others N/A
Type of Contract to be Signed
☒ Purchase Order
☒ Long-Term Agreement
☐ Professional Service Contract
☐ Other Type/s of Contract N/A
11. UN Women’s vendor protest procedure provides an opportunity for appeal to supplier(s) who
believe that they were not treated fairly. This link provides further details regarding UN
Women’s vendor protest procedures.
Suppliers, their subsidiaries, agents, intermediaries and principals must cooperate with the
Office of Internal Oversight Services (OIOS) of the United Nations, UN Women Internal Audit and
Investigations Group (IAIG) as well as with other investigations authorized by the Executive
Director and with the UN Women Ethics Office as and when required. Such cooperation shall
include, but not be limited to the following: access to all employees, representatives, agents

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and assignees of the supplier; as well as production of all documents requested, including
financial records.
Failure to fully cooperate with investigations will be considered sufficient grounds to allow UN
Women to repudiate and terminate the contract, and to debar and remove the supplier from
UN Women’s list of registered suppliers.
12. UN Women implements a zero tolerance on fraud and other proscribed practices, and is
committed to identifying and addressing all such acts and practices against UN Women, as well
as third parties involved in UN Women activities. UN Women expects its suppliers to adhere
to the UN Supplier Code of Conduct found in this link:
http://www.un.org/depts/ptd/pdf/conduct_english.pdf.
13. This letter is not to be construed in any way as an offer to contract with your organization.
Yours sincerely,
Operations Manager

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ANNEX 1
TERMS OF REFERENCE (TOR)
FOR PROVISION OF ADVERTISING SERVICES FOR THE UN AGENCIES IN LIBERIA
Background:
1. The purpose of this Terms of Reference (TOR) is to set forth procedures for the efficient
and effective management of the Long-Term Agreement for Advertising Services for the
UN Agencies in Liberia.
2. The Service Provider and UN Agencies in Liberia agree to maintain a reporting and
monitoring system where the Service Provider shall provide to the UN-Agencies monthly
statement of account including summary showing details of all Advertising Services
performed for each UN agency in Liberia.
3. The UN Agencies shall prior to preparing the adverts contact the newspapers to confirm
their requirements in relation to size of the advertisement, ie. Center spread, Full-page, half
page, and Quarter page, and any other requirements that may be applicable.
4. In respect of the provision of any advertising services by the service provider to UN WOMEN
or UN agencies the Agencies shall submit to the contractor a purchase order. The purchase
order shall clearly indicate the si

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