UNITED NATIONS - GEORGIA
INVITATION TO BID LETTER
Please quote Bid#
UN-ITB-GEO-2014-001 in all
future correspondences on this
matter.
Date: 14 March 2014
Subject: Invitation to Bid No : UN-ITB-GEO-2010-001
Participating United Nations Agencies wish to enter into a Long Term Arrangement for the
period of April 2014 – December 2015 for Photocopying/binding services.
1.
Accordingly, we enclose our Invitation to Bid No. UN-ITB-GEO-2014-001 and you are requested
to:
(a)
Submit your bid with unit price(s) in USD, as instructed, on or before bid closing time.
(b)
Note that failure to bid in USD, or in accordance with the requested terms, will result in
automatic invalidation of your bid.
2.
In addition, please note that:
(a) The quantities stated in the bid are estimates only; any agreement that UN Agency subsequently
enters into with a supplier, will not obligate UN Agency to purchase any minimum or maximum
quantity/monetary value; and ceiling prices must remain fixed for a minimum period of 6 months.
(b) UN Agencies are tax exempt (VAT, customs, etc). Kindly ensure that all price(s) quoted in USD are
excluding tax (VAT);
(c) UN Agencies are authorized to procure goods only outside the bonded area. That means that the
supplies should be imported on supplier’s name and prices should include customs and duties that
required for delivery to UNICEF office. CIP delivery terms is not acceptable.
(d) This is a sealed bid and you must adhere to the response instructions in the bid;
(e) It is important that you read all of the provisions of the bid, to ensure that you understand
UN’s requirements and can submit an offer in compliance with them. This includes
submission of ALL documents requested, and completion of item texts underneath each item
in the bid. NOTE THAT FAILURE TO PROVIDE REQUESTED DOCUMENTS OR
COMPLETE THE ITEM TEXTS, MAY RESULT IN INVALIDATION OF YOUR BID;
(f) Evaluation criteria will be based on reliability of the supplier, the best price and delivery
terms.
Please note that your bid duly sealed must reach our office by 15:00 hours of Friday 4 April 2014 to
be opened publicly at 15:00 the same day as indicated in the attached bid format.
Regards,
Vakhtang Akhaladze
Operations Manager, UNICEF Tbilisi (on behalf of UN Agencies in Georgia)
INVITATION TO UN BID
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UN-ITB-GEO-2014-001
UNITED NATIONS - GEORGIA
INVITATIONTO
LONG TERM ARRANGEMENT B I D
Please refer to our Bid ref no
in all future correspondence
on this ITB.
UN-ITB-GEO-2014-001
Date: 14.03.2014
PARTICIPATING UNITED NATIONS AGENCIES
IN GEORGIA
wishes to enter a Long Term Arrangement for
Photocopying Services
Bids (sealed envelopes with reference UN-ITB-GEO-2014-001) should content the
completed BID FORM (only pages 3-8).
Sealed bids will be received up to 15:00 hours of 4 April 2014 to be publicly opened at
15:00 hours the same day. One representative from each bidding company may attend
the bid opening (Tel: 2232388/2251130).
Bids shall be hand delivered to:
Ground Floor (reception area) of UN House, 9 Eristavi Street, Vake, Tbilisi 0179,
Georgia and placed in the locked UNICEF tender box.
IMPORTANT – Your offers should be submitted in English using the attached format.
Bids received in any other manner will be INVALIDATED.
Signed by:
Vakhtang Akhaladze, UNICEF Operations Manager
Prepared by
Alexander Burjanadze, UNICEF Administrative & Supply Assistant
INVITATION TO UN BID
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UN-ITB-GEO-2014-001
UNITED NATIONS - GEORGIA
BID FORM
BID FORM (pages 3-8) must be completed, signed and returned to UNICEF.
Bid must be made in accordance with the instructions contained in this INVITATION.
TERMS AND CONDITIONS OF CONTRACT
Any Purchase Order resulting from this INVITATION shall contain UN General Terms and
Conditions and any other Specific Terms and Conditions detailed in this INVITATION.
INFORMATION
Any request for additional information regarding this INVITATION should be forwarded in
Supplier's own envelope without reference to the INVITATION in order that the letter may be
opened in the normal course of business. This letter should be addressed only in this case for the
attention of Mr. Vakhtang Akhaladze, UNICEF Operations Manager. The Undersigned,
having read the Terms and Conditions of INVITATION No. UN-ITB-GEO-2014-001 set out in
the attached document hereby offers to supply the goods specified at the price or prices quoted, in
accordance with any specifications stated and subject to the Terms and Conditions set out or
specified in the document.
Company Name:
Postal Address:
Tel/Fax No.:
Email Address:
Validity of Offer:
(until what date your prices and
delivery terms are fixed):
Name & Title:
Date:
Signature/Seal:
INVITATION TO UN BID
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UN-ITB-GEO-2014-001
UNITED NATIONS - GEORGIA
SHORT DESCRIPTION OF SERVICES EXPECTED

Photocopying estimate annual volume 350,000 – 450,000 copies.

The selected company will be required to provide high-resolution copies on good quality (100
whiteness, 80-gram paper) or as agreed in advance. If the quality of reproduction or binding
does not meet UN standards, then the selected company must be prepared to redo the job at
its own expense.

While deadlines for the completion of specific tasks may be negotiated in advance, the norm
must be same day service. Failure to meet agreed deadlines may result in the rejection of a
job or appropriate financial penalties.
Tender Participation Questionnaire
1.
Professional equipment (Please list copying and binding machine(s) you have)
copier
copier
binding
binding




copier
copier
binding
binding




copier
copier
binding
binding




2.
How/who services copying machines
3.
Ability to provide documentation in English (Invoices, etc)


4.


Yes
No
Ability to respond on phone calls in English
Yes
No
INVITATION TO UN BID
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UN-ITB-GEO-2014-001
UNITED NATIONS - GEORGIA
List of References
5.
Please point below the year your company was established and list of organizations
familiar with your work (together with contact names and phones)
 Year Established ______________




Type of the services offering

Can your company do copying in A4 format?
Yes
 No


Can your company do copying in A5 format?
Yes
 No

Can your company do copying of books?
 Yes
 No
Can your company do punching?
 Yes
 No
Can your company do stapling?
 Yes
 No
(if yes, please point maximum quantity can be
stapled)
Can your company do binding?
 Yes
 No
(if yes, please specify type of binding available)
Can your company provide document covers?
 Yes
 No
(if yes, please specify type of covers available)
Can your company do color copying?
 Yes
 No
INVITATION TO UN BID
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Can your company do copying in A3 format?
Yes
 No
Can your company do two sided copying?
Yes
 No
UN-ITB-GEO-2014-001
UNITED NATIONS - GEORGIA
Will your company be able to the documents pick up Can your company do the documents delivery to
from our office?
our office?
 Yes
 Yes
 No
 No
(If yes, upon our call in what time your arrival to our (If yes, in what time after finish of the order your
office can be guaranteed?
arrival to our office can be guaranteed?
 1-2 hours
 1-2 hours
 2-4 hours
 2-4 hours
 4-8 hours
 4-8 hours
 Next day
 Next day
Is your company reachable during working days and
hours (09.00-18.00)
 Yes
 No
Is your company reachable beyond working hours
or on weekends and holidays?
 Yes
 No
(If yes, upon our call in what time your arrival to
your or our office can be guaranteed?
 1-2 hours
 2-4 hours
 4-8 hours
 Next day
Please point time requested for doing of A4
100 –1000 copies/pages
1001 - 2000 copes/pages
Please point time requested for doing of A3
100 –1000 copies/pages
1001 - 2000 copes/pages
Please point time requested for doing of A5
100 –1000 copies/pages
1001 - 2000 copes/pages
If applicable, please point time requested for punching of
1-10 copies/documents
11–25 copies/documents
16–50 copies/documents
INVITATION TO UN BID
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UN-ITB-GEO-2014-001
UNITED NATIONS - GEORGIA
If applicable, please point time requested for binding of
1-10 copies/documents
11–25 copies/documents
16–50 copies/documents
If applicable, please point time requested for laminated soft covering of
1-10 copies/documents
11–25 copies/documents
16–50 copies/documents
If applicable, please point time requested for hard covering (thermo) of
1-10 copies/documents
11–25 copies/documents
16–50 copies/documents
PAYMENT TERMS - INVOICING
Can you company offer the fixed USD price up to December 2011?
 Yes
 No
In both cases please point your price in USD per item if applicable with the services you offer
<1000
1001-5000
5000<
A4 B/W
A4 COLOR
A3 B/W
A3 COLOR
A5 B/W
A5 COLOR
PUNCHING (per copy)
BINDING (per booklet)
Please specify by type(s) of binding
INVITATION TO UN BID
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UN-ITB-GEO-2014-001
UNITED NATIONS - GEORGIA
COVERING (per booklet)
Please specify type(s) of covering
DOCUMENTS (ORIGINALS) PICK UP from
our office
DOCUMENTS (COPIES) DELIVERY to our
office
I, REPRESENTING THE COMPANY, AKNOWLEDGE AND ENSURE THE
COMPANY’S COMPLIANCE WITH THE ABOVE INFORMATION
NAME and TITLE:
____________________________________________________________________
SIGNATURE:
____________________________
DATE AND SEAL:
SPECIAL NOTES
1
PAYMENT TERMS
Offers requesting prepayment or Letter of Credit will not be considered. UN will encourage bank transfer
after receipt of order based on supplier invoice and delivery acceptance confirmation. The full payment
will be proceeding ONLY if the Supplier fulfills the printing/delivery for a period of time stated in
Supplier’s BID. Every day of delay will cause deduction of 0.5% of the item total amount per day of delay,
up to maximum of 10% of item total amount.
2
PAYMENT CURRENCY
Bidders must quote in US Dollars. The quoted price must be VAT free. The payment will be
proceeding in GEL by UN Exchange rate on a day of payment.
3
VALIDITY OF OFFER
The offer must be valid for minimum of 6 (SIX) months from the date of opening of Bids.
4
INSPECTION
The Supplier must allow UNICEF’s representative(s) full access at all reasonable times to the company’s
premises for the purpose of carrying out inspection and/or operational tests.
INVITATION TO UN BID
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UN-ITB-GEO-2014-001
UNITED NATIONS - GEORGIA
SPECIFIC TERMS AND CONDITIONS
1. LONG TERM ARRANGEMENT
1.1 UN wish to enter into non-exclusive Long Term Arrangement(s) (“LTA”) for the procurement of the items listed
above, as required from time to time during the term of the LTA. It will be a provision of such Arrangement(s),
that UN will not be committed to purchase any minimum quantity of these items, and that purchases will be
made only if and when there is an actual requirement. UN shall not be liable for any cost in the event that no
purchases are made under any resulting LTA(s).
1.2 The quantities outlined in this bid, are an estimated forecast of the total requirement for the proposed duration of
the LTA. The estimates are provided in good faith and shall not in any way, be deemed to be a commitment on
the part of UN regarding any quantity for future purchases.
1.3 Purchases will be made against Purchase Orders to be issued by UN in accordance with the terms and conditions
of any resulting LTA(s). Actual quantities to be purchased, will vary from Purchase Order to Purchase Order.
2. TERM
2.1 The proposed LTA shall be valid for until December 2015, with a right of renewal for an additional period of 6
months (January -June 2016). Prices offered by bidders, shall constitute maximum ceiling prices and shall remain
fixed for 6 months periods from the date of Bid Opening, provided however that:
(a) The successful bidder shall have the right to review its prices after 3 months from the date of Bid Opening
and shall notify UN in writing 30 days prior to the 6 months expiry, of price maintenance or a proposed
price decrease or increase. UN shall be entitled to either accept the price decrease/increase or to cancel the
LTA, and shall notify the bidder in writing of its decision;
(b) In the event that the successful bidder is able to offer UN a discounted price on placement of bulk orders,
the unit prices shall be reduced for specific Purchase Orders.
3. PRICES AND DISCOUNTS
3.1 Bidders are requested to:
(a) Provide unit prices in USD per each box above, that will remain firm, subject to the right to review as outlined
in clause 2. Failure to quote in USD will invalidate the bid;
(b) Point prices including delivery on the destination (within Tbilisi area);
(c) Point quantity discounts applicable filling the tables.
3.2 UN standard payment term is a bank transfer within a week after receipt of COMPLETE PAYMENT
DOCUMENTATION – confirmed Invoice and Delivery Acceptance Certificate as specified in the Purchase Order.
Time will be computed from the date of receipt at UN office of complete payment documentation.
4. SUPPLIER EVALUATION
Unless the same information has been provided within the last 12 months, the successful bidder(s) will be requested
to provide information described in the Supplier Profile Form (which is referred to in INSTRUCTIONS TO
BIDDERS). This information and supporting documents such as Annual Report, Audited Financial Statement,
Registration Certificate, Quality System Certificate, etc, will be used by UN for evaluation and approval purposes
before making an award. It is in the interest of the bidders to provide information as complete as possible, as awards
will only be made to suppliers who meet UN’s supplier selection criteria.
5. TERMS AND CONDITIONS
The UN Terms and Conditions attached to this bid, shall apply to any resulting LTA and related Purchase Orders. In
the case of any inconsistencies, the following order of precedence shall prevail:
(a) The UN General Terms and Conditions; (b) The LTA and (c) The Purchase Order.
6. DOCUMENTATION
UN reserves the right to request bidders to provide, upon request, copies of internal quality control test results or
certificate of analysis conducted at independent laboratories, certificates of approval by the respective government,
health or local authority for the manufacture and /or sale of the item.
INVITATION TO UN BID
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UN-ITB-GEO-2014-001