REQUEST FOR QUOTATION (RFQ)
NAME & ADDRESS OF FIRM:
Date: 10 June 2014
REFERENCE:
TYPE: (please mark one)
RFQ-CHN-2014-001
Individual
Partnership
Corporation
CONTACT PERSON:
TELEPHONE No.:
EMAIL ADDRESS:
Dear Sir / Madam,
The UN WOMEN office in China is seeking quotations for the services to be provided for a workshop on RBM and Gender
Mainstreaming 24-27 July 2014 in Beijing for the 7th batch CGF selected projects. The Programme was established by
United Nations Theme Group on Gender in 2004. As for details of required services, please refer to the specifications
and features stipulated in Annex I.
TO ENABLE YOU TO SUBMIT AN OFFER, ATTACHED ARE:
i.
ii.
iii.
iv.
v.
vi.
Terms of Reference
Price Schedule Sheet
General Conditions of Contract
Special Conditions
Qualification/ Eligibility Criteria
Evaluation Criteria
(Annex I)
(Annex II)
(Annex III)
(Annex IV)
(Annex V)
(Annex VI)
Quotations submitted by email should be sent to the following email address:
procurement.bangkok@unwomen.org;
Please note that all correspondences should be directly sent to procurement.bangkok@unwomen.org
Quotations should reach the above address no later than 25 June 2014
Late quotes will not be accepted.
Each page of the offer must be dated, signed and stamped with company stamp
Yours Sincerely,
UN Women China Office
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ANNEX I
TERMS OF REFERENCE
UN WOMEN invites your company to submit a quotation for the delivery of logistical services of the training workshop
(the “Services”) to UN WOMEN indicated in this RFQ document. Following issue and signature of the contract, UN
WOMEN will issue individual Purchase Orders and the professional service contract. Term of Reference (TOR) is as
follows:
Background
Despite the great progress China has made in achieving Millennium Development Goals (MDGs) in the past few years, some
challenges remain for China to achieve the MDGs by 2015. Gender is one of those challenges. While China faces universal gender
issues such as promoting women’s political participation, stopping violence against women, and enhancing women’s economic
empowerment, China also faces the challenge of addressing some particular gender issues, such as reducing the sex ratio at birth,
promoting rural women’s development, and upholding the rights of migrant women and other vulnerable women’s groups.
The United Nations Theme Group on Gender (UNTGG), set up under the UN Resident Coordinator system, has been active in
promoting inter-agency policy dialogue and coordination on gender and development issues, and supporting the Government of China
in pursuing its goals to achieve gender equality. Formed in 2003, the UNTGG is composed of UN agencies, multilateral and bilateral
development agencies, and national and international NGOs. It is mandated to provide a platform for inter-agency policy dialogue and
coordination on gender and development issues, and to share experiences in effective advocacy and gender mainstreaming in the work
of the UN system and the wider community.
Recognizing that gender is an important cross-cutting issue that has strong implications for the achievement of the Millennium
Development Goals (MDGs), the UNTGG set up the China Gender Fund (CGF) in September 2004 with the objective of advancing
gender equality and women's empowerment in China. The CGF operates within the context of the Convention on the Elimination of
All Forms of Discrimination against Women (CEDAW), an international framework for protecting women’s rights. The overall goal
of the Fund is to contribute to the achievement of the UN Millennium Development Goals and the reduction of gender inequalities in
China, in line with relevant international conventions and agreements.
The CGF awards grants through an open and competitive process. The Fund provides grants of up to 50,000 USD to government
institutions, civil society organizations, and academic institutions in mainland China to fund innovative and catalytic proposals that
support research on contemporary gender issues, and/or advocacy and dialogue leading to the integration of gender into Chinese
development plans, policies and programmes.
Since its inception, the CGF has provided support for strategic actions, as well as generating models of “best practices” on gender
equality and women’s empowerment. The CGF has contributed to broadening awareness and understanding of gender equality issues
and concerns, advocating for gender responsive policies and laws, promoting women’s access to services, and developing sustainable
capacities for continued progress on gender equality. Grantees, comprising government and non-governmental organizations, have
engaged diverse actors, such as policy makers, academia, women’s rights based organizations, indigenous communities, and the
media. So far, seven Calls for Proposals have been announced, and 53 projects have been granted.
Purpose
Following the decision made by TAC, the CGF’s 7th Call for Proposals was announced on 17 Dec to 15 March, 2014 at 11:59 PM.
Altogether, 73 proposals have been received in the 7th Call. UN Women is now working with national experts and TAC members to
select the qualified proposals to be granted.
As the executing agency of the CGF, UN Women provides technical assistance to grantees. In addition, based on their needs, UN
Women provides competency and capability building workshops so that grantees are equipped with knowledge to conduct effective
research and draw on their findings to advocate the public, government and media so as to promote women’s empowerment and
gender equality in China.
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Experience in executing the previous six batches of projects demonstrates that training on gender mainstreaming will improve
remarkably the quality of implementation, especially the quality of generating gender-sensitive data (findings) to be used for the
advocacy, which an essential part of every project under the CGF. Strategic training on Results Based Management will enable
grantees of the 7th batch projects to use skills acquired through training to manage their projects and track the results from the very
beginning of their implementation. For the reasons mentioned above, it’s crucial to arrange a capacity building workshop for the 7th
batch grantees before the partners start the implementation of their projects.
In addition, right after the workshop, we also plan to have a press conference, to announce the results of the 7 th Call for Proposals,
and to give the award to the successful applicants. CGF donors, former CGF partners in Beijing, and media groups will be invited. 2 or
3 CGF former partners that had produced the best results from their projects will also be invited to give presentation of their
achievements, to share their experience with the newly selected partners. The press conference will also be used as the platform to
show the results from former CGF partners to donors directly, to attract more resources from donors.
Herewith, a workshop on RBM and Gender Mainstreaming has been planned for 24-27 July 2014 in Beijing for the 6th CGF selected
projects. The workshop will last for 2.5 days and include two parts: Results Based Management (1.5 days), and Gender
Mainstreaming Training (1 day), and a press conference (0.5 day) will be organized on the afternoon of the 27 July 2014.
Tasks
From previous experience in holding trainings and advocacy events under the CGF, it is very important to contract a logistical service
provider to ensure the quality and timeliness of the logistical arrangements for the event. It also helps to free UN Women staff to
focus more on the substantive part of the event.
For the Workshop: It will be a 2.5-day workshop for approximately 30 participants among which, about 20 will be coming from
outside Beijing and around 10 will be coming from Beijing. For this workshop, a service provider needs to provide the following
logistical services:







Select an appropriate hotel (minimum of 4-star standard) preferably within the 4th ring road in Beijing.
Arranging 1 hotel conference room with AV equipment, which is large enough to accommodate at least 30 participants.
Arranging 2 tea breaks and 3 meals per day for approximately 30 people for 3 days in the selected hotel.
Arranging hotel rooms in the selected hotel for participants and expert. About 20 people stay for 4 nights in the hotel, among
whom 10 will need separate rooms, and 10 will share 5 rooms – in total approximately 20 rooms for 4 nights.
Printing name badges, banners, backboard and other training materials for approximately 30 participants.
Arranging one networking activity and shuttle bus transportation to and from the activity;
Other relevant logistical services upon the request of UN Women, executing agency of CGF.
For the Press Conference: It will be a 0.5 day event. There will be around 100 participants including donors, former CGF partners
from Beijing, and media organizations. About 3 former CGF partners (from other provinces outside Beijing) will be invited to give
presentations. A service provider needs to provide the following logistical services:







Select an appropriate hotel (5-star standard) preferably within the 3th ring road in Beijing.
Arranging 1 hotel conference room with AV equipment, which is large enough to accommodate at least 100 participants.
Arranging a simple reception with finger food for about 100 people in the selected hotel after the conference.
Arranging round flights/train tickets from 3 CGF former partners from other provinces outside Beijing, and arranging 2 nights
hotel accommodation from them in the hotel for the workshop.
Printing banners, backboard and other materials from the press conference.
Arranging flowers for the podium;
Other relevant logistical services upon the request upon the request of UN Women, executing agency of CGF.
Quotations must be submitted by email to the following email address: procurement.bangkok@unwomen.org;
Quotations should reach the above address no later than 25 June 2014.
Late quotes will not be accepted. Each page of the offer must be dated, signed and stamped with company stamp.
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4
ANNEX II
PRICE SCHEDULE SHEET
Please use the template below for each of the listed items in the TOR to prepare financial proposal. UN Women
China can provide this template of the spreadsheet.
Workshop Budget
Workshop Time: 25-27 July 2014 (2.5 days).
Travel Time
: 24-28 July 2014, participants arriving on 24 July 2014 and
leaving in the morning of 28 June 2014.
Workshop Address: A four-star hotel within the 4th ring road in Beijing.
Company Name:
ITEMS
Accommodation rooms 住宿
TYPE
DAYS
Suite
4
UNIT
PRICE
Number
/Set
ITEM
TOTAL
Single 单人间
Hotel Fees
酒店费用
Double 双标间
Conference Room with AV
equipment minimum for 40 people
会议室
LCD 屏幕
Standard
Tea Break 茶歇
Standard
Standard
Breakfast
Lunch
Meals 伙食
Dinner
Beverage
Sum all above items
Additional charges if any
Subtotal
Printing
打印
Networking Activity
动
联谊活
Name Badge 胸卡
Standard
Banners 横幅
Stationary & Printing materials
(Estimate) 文具和材料打印
Subtotal
Group Activity for Networking 联谊
活动
Shuttle Bus 租车
Group Photo and Photographing
during the workshop and activities
集体合影
Subtotal
Standard
Standard
1
Standard
1
1
Total expenses of the workshop
总费用
Management and Service fee 管
理费
TOTAL
Payment requirement:
5
Please add a table for the budget for the press conference.
Press Conference Budget
Press Conference Time: 15:00-17:00, 27 July 2014
Address: A five-star hotel within the 3rd ring road in Beijing.
About 100 participants
Company Name:
ITEMS
Standard
Number
/set,ppl.
UNIT
PRICE
Number
/day
ITEM TOTAL
Portable display board 易拉宝
Interpreters 口译人员
Interpretation Equipment 同传设备
Background board and stage 背板和
舞台
Flowers 鲜花
Table Card 桌牌
Digital Cards for camera shooting 数
码卡
Feature/flower show 片花
Poster 海报
Meeting room 会场
Reception 酒会
Guest Room 贵宾室
Camera shooting 摄像
Shuttle bus 租车
Flight, terminal, food and
accommodation, and DSA for three
CGF previous project partners outside
Beijing （已结题项目代表交通、食宿
和补助-3 人）
Total
Management and Service fee 管理和
服务费
15% of
total
expense
Payment requirement:
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ANNEX III
UN Women GENERAL CONDITIONS OF CONTRACT
FOR PROFESSIONAL SERVICES
1. LEGAL STATUS
The Contractor shall be considered as having the legal status of an independent contractor vis-à-vis UN Women. The
Contractor's personnel and sub-contractors shall not be considered in any respect as being the employees or agents
of UN Women or the United Nations.
2. SOURCE OF INSTRUCTIONS
The Contractor shall neither seek nor accept instructions from any authority external to UN Women in connection
with the performance of its services under this Contract. The Contractor shall refrain from any action which may
adversely affect UN Women or the United Nations and shall fulfill its commitments with the fullest regard to the
interests of UN Women.
3. CONTRACTOR'S RESPONSIBILITY FOR EMPLOYEES
The Contractor shall be responsible for the professional and technical competence of its employees and will select,
for work under this Contract, reliable individuals who will perform effectively in the implementation of this Contract,
respect the local customs, and conform to a high standard of moral and ethical conduct.
4. ASSIGNMENT
The Contractor shall not assign, transfer, pledge or make other disposition of this Contract or any part thereof, or
any of the Contractor's rights, claims or obligations under this Contract except with the prior written consent of UN
Women.
5. SUB-CONTRACTING
In the event the Contractor requires the services of sub-contractors, the Contractor shall obtain the prior written
approval and clearance of UN Women for all sub-contractors. The approval of UN Women of a sub-contractor shall
not relieve the Contractor of any of its obligations under this Contract. The terms of any sub-contract shall be
subject to and conform with the provisions of this Contract.
6. OFFICIALS NOT TO BENEFIT
The Contractor warrants that no official of UN Women or the United Nations has received or will be offered by the
Contractor any direct or indirect benefit arising from this Contract or the award thereof. The Contractor agrees that
breach of this provision is a breach of an essential term of this Contract.
7. INDEMNIFICATION
The Contractor shall indemnify, hold and save harmless, and defend, at its own expense, UN Women, its officials,
agents, servants and employees from and against all suits, claims, demands, and liability of any nature or kind,
including their costs and expenses, arising out of acts or omissions of the Contractor, or the Contractor's employees,
officers, agents or sub-contractors, in the performance of this Contract. This provision shall extend, inter alia, to
claims and liability in the nature of workmen's compensation, products liability and liability arising out of the use of
patented inventions or devices, copyrighted material or other intellectual property by the Contractor, its employees,
officers, agents, servants or sub-contractors. The obligations under this Article do not lapse upon termination of this
Contract.
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8. INSURANCE AND LIABILITIES TO THIRD PARTIES
8.1 The Contractor shall provide and thereafter maintain insurance against all risks in respect of its property and any
equipment used for the execution of this Contract.
8.2 The Contractor shall provide and thereafter maintain all appropriate workmen's compensation insurance, or its
equivalent, with respect to its employees to cover claims for personal injury or death in connection with this
Contract.
8.3 The Contractor shall also provide and thereafter maintain liability insurance in an adequate amount to cover third
party claims for death or bodily injury, or loss of or damage to property, arising from or in connection with the
provision of services under this Contract or the operation of any vehicles, boats, airplanes or other equipment
owned or leased by the Contractor or its agents, servants, employees or sub-contractors performing work or
services in connection with this Contract.
8.4 Except for the workmen's compensation insurance, the insurance policies under this Article shall:
(i) Name UN Women as additional insured;
(ii) Include a waiver of subrogation of the Contractor's rights to the insurance carrier against UN Women;
(iii) Provide that UN Women shall receive thirty (30) days written notice from the insurers prior to any cancellation
or change of coverage.
8.5 The Contractor shall, upon request, provide UN Women with satisfactory evidence of
the insurance required under this Article.
9. ENCUMBRANCES/LIENS
The Contractor shall not cause or permit any lien, attachment or other encumbrance by any person to be placed on
file or to remain on file in any public office or on file with UN Women against any monies due or to become due for
any work done or materials furnished under this Contract, or by reason of any other claim or demand against the
Contractor.
10. TITLE TO EQUIPMENT
Title to any equipment and supplies that may be furnished by UN Women shall rest with UN Women and any such
equipment shall be returned to UN Women at the conclusion of this Contract or when no longer needed by the
Contractor. Such equipment, when returned to UN Women, shall be in the same condition as when delivered to the
Contractor, subject to normal wear and tear. The Contractor shall be liable to compensate UN Women for
equipment determined to be damaged or degraded beyond normal wear and tear.
11. COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS
UN Women shall be entitled to all intellectual property and other proprietary rights including but not limited to
patents, copyrights, and trademarks, with regard to products, or documents and other materials which bear a direct
relation to or are produced or prepared or collected in consequence of or in the course of the execution of this
Contract. At the UN Women's request, the Contractor shall take all necessary steps, execute all necessary
documents and generally assist in securing such proprietary rights and transferring them to UN Women in
compliance with the requirements of the applicable law.
12. USE OF NAME, EMBLEM OR OFFICIAL SEAL OF UN Women OR THE UNITED NATIONS
The Contractor shall not advertise or otherwise make public the fact that it is a Contractor with UN Women, nor
shall the Contractor, in any manner whatsoever use the name, emblem or official seal of UN Women or the United
Nations, or any abbreviation of the name of UN Women or the United Nations in connection with its business or
otherwise.
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13. CONFIDENTIAL NATURE OF DOCUMENTS AND INFORMATION
13.1 All maps, drawings, photographs, mosaics, plans, reports, recommendations, estimates, documents and all other
data compiled by or received by the Contractor under this Contract shall be the property of UN Women, shall be
treated as confidential and shall be delivered only to UN Women authorized officials on completion of work under
this Contract.
13.2 The Contractor may not communicate at any time to any other person, Government or authority external to UN
Women, any information known to it by reason of its association with UN Women which has not been made public
except with the authorization of UN Women; nor shall the Contractor at any time use such information to private
advantage. These obligations do not lapse upon termination of this Contract.
14. FORCE MAJEURE; OTHER CHANGES IN CONDITIONS
14.1 Force majeure, as used in this Article, means acts of God, war (whether declared or not), invasion, revolution,
insurrection, or other acts of a similar nature or force which are beyond the control of the Parties.
14.2 In the event of and as soon as possible after the occurrence of any cause constituting force majeure, the
Contractor shall give notice and full particulars in writing to UN Women, of such occurrence or change if the
Contractor is thereby rendered unable, wholly or in part, to perform its obligations and meet its responsibilities
under this Contract. The Contractor shall also notify UN Women of any other changes in conditions or the
occurrence of any event which interferes or threatens to interfere with its performance of this Contract. The notice
shall include steps proposed by the Contractor to be taken including any reasonable alternative means for
performance that is not prevented by force majeure. On receipt of the notice required under this Article, UN
Women shall take such action as, in its sole discretion; it considers to be appropriate or necessary in the
circumstances, including the granting to the Contractor of a reasonable extension of time in which to perform its
obligations under this Contract.
14.3 If the Contractor is rendered permanently unable, wholly, or in part, by reason of force majeure to perform its
obligations and meet its responsibilities under this Contract, UN Women shall have the right to suspend or
terminate this Contract on the same terms and conditions as are provided for in Article 15, "Termination", except
that the period of notice shall be seven (7) days instead of thirty (30) days.
15. TERMINATION
15.1 Either party may terminate this Contract for cause, in whole or in part, upon thirty days notice, in writing, to the
other party. The initiation of arbitral proceedings in accordance with Article 16 "Settlement of Disputes" below shall
not be deemed a termination of this Contract.
15.2 UN Women reserves the right to terminate without cause this Contract at any time upon 15 days prior written
notice to the Contractor, in which case UN Women shall reimburse the Contractor for all reasonable costs incurred
by the Contractor prior to receipt of the notice of termination.
15.3 In the event of any termination by UN Women under this Article, no payment shall be due from UN Women to
the Contractor except for work and services satisfactorily performed in conformity with the express terms of this
Contract. The Contractor shall take immediate steps to terminate the work and services in a prompt and orderly
manner and to minimize losses and further expenditures.
15.4 Should the Contractor be adjudged bankrupt, or be liquidated or become insolvent, or should the Contractor
make an assignment for the benefit of its creditors, or should a Receiver be appointed on account of the insolvency
of the Contractor, UN Women may, without prejudice to any other right or remedy it may have, terminate this
Contract forthwith. The Contractor shall immediately inform UN Women of the occurrence of any of the above
events.
16. SETTLEMENT OF DISPUTES
16.1.
Amicable Settlement
The Parties shall use their best efforts to settle amicably any dispute, controversy or claim arising out of, or relating
to this Contract or the breach, termination or invalidity thereof. Where the parties wish to seek such an amicable
settlement through conciliation, the conciliation shall take place in accordance with the UNCITRAL Conciliation Rules
then obtaining, or according to such other procedure as may be agreed between the parties.
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16.2.
Arbitration
Unless, any such dispute, controversy or claim between the Parties arising out of or relating to this Contract or the
breach, termination or invalidity thereof is settled amicably under the preceding paragraph of this Article within
sixty (60) days after receipt by one Party of the other Party's request for such amicable settlement, such
dispute, controversy or claim shall be referred by either Party to arbitration in accordance with the UNCITRAL
Arbitration Rules then obtaining, including its provisions on applicable law. The arbitral tribunal shall have no
authority to award punitive damages. The Parties shall be bound by any arbitration award rendered as a
result of such arbitration as the final adjudication of any such controversy, claim or dispute.
PRIVILEGES AND IMMUNITIES
Nothing in or relating to this Contract shall be deemed a waiver, express or implied, of any of the privileges and
immunities of the United Nations, including its subsidiary organs.
TAX EXEMPTION
18.1 Section 7 of the Convention on the Privileges and Immunities of the United Nations provides inter-alia that the
United Nations, including its subsidiary organs, is exempt from all direct taxes, except charges for public utility
services, and is exempt from customs duties and charges of a similar nature in respect of articles imported or
exported for its official use. In the event any governmental authority refuses to recognize the United Nations
exemption from such taxes, duties or charges, the Contractor shall immediately consult with UN Women to
determine a mutually acceptable procedure.
18.2 Accordingly, the Contractor authorizes UN Women to deduct from the Contractor's invoice any amount
representing such taxes, duties or charges, unless the Contractor has consulted with UN Women before the
payment thereof and UN Women has, in each instance, specifically authorized the Contractor to pay such taxes,
duties or charges under protest. In that event, the Contractor shall provide UN Women with written evidence that
payment of such taxes, duties or charges has been made and appropriately authorized.
19 CHILD LABOUR
19.1 The Contractor represents and warrants that neither it, nor any of its suppliers is engaged in any practice
inconsistent with the rights set forth in the Convention on the Rights of the Child, including Article 32 thereof, which,
inter alia, requires that a child shall be protected from performing any work that is likely to be hazardous or to
interfere with the child's education, or to be harmful to the child's health or physical mental, spiritual, moral or
social development.
19.2 Any breach of this representation and warranty shall entitle UN Women to terminate this Contract immediately
upon notice to the Contractor, at no cost to UN Women.
MINES
20.1 The Contractor represents and warrants that neither it nor any of its suppliers is actively and directly engaged in
patent activities, development, assembly, production, trade or manufacture of mines or in such activities in respect
of components primarily utilized in the manufacture of Mines. The term "Mines" means those devices defined in
Article 2, Paragraphs 1, 4 and 5 of Protocol II annexed to the Convention on Prohibitions and Restrictions on the Use
of Certain Conventional Weapons Which May Be Deemed to Be Excessively Injurious or to Have Indiscriminate
Effects of 1980.
20.2 Any breach of this representation and warranty shall entitle UN Women to terminate this Contract
immediately
upon notice to the Contractor, without any liability for termination charges or any other liability of any kind of UN
Women.
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OBSERVANCE OF THE LAW
The Contractor shall comply with all laws, ordinances, rules, and regulations bearing upon the performance of its
obligations under the terms of this Contract.
AUTHORITY TO MODIFY
No modification or change in this Contract, no waiver of any of its provisions or any additional contractual
relationship of any kind with the Contractor shall be valid and enforceable against UN Women unless provided by an
amendment to this Contract signed by the authorized official of UN Women.
ANNEX IV
SPECIAL CONDITIONS
Please confirm acceptance of the following:
ITEM
DESCRIPTION
CONDITIONS:
PAYMENT TERMS:
UN WOMEN General Conditions for Professional Service
Contract apply
(see attached)
30 days upon invoice
VALIDITY OF QUOTATION:
CURRENCY OF PRICES
Minimum 30 days
Must be in local currency
ACCEPTED (Y/N)
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ANNEX V
QUALIFICATION/ELIGIBILITY CRITERIA
1. A qualification of 2-3 years logistical service provider in China to ensure the quality and timeliness of the logistical
arrangements for the workshop event. This qualification will be satisfied by listing at least 3 clients to whom similar
requirements have been provided, in the table below: Failure to provide this information will result in your offer
being non-responsive.
Name of Company
Contact e-mail & telephone No.
Year
2. Provide the profile of your company.
.
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ANNEX VI
EVALUATION CRITERIA
1.1
1.2
1.3
1.4
1.5
1.6
Compliance with pricing conditions set in the RFQ
Compliance with requirements relating to technical specifications -explained in Terms of Reference
Compliance with the Special and General Conditions specified in this Solicitation Documents
Compliance with timelines specified in Terms of Reference
Demonstrated ability to honor important responsibilities and liabilities allocated to Supplier in this RFQ
( warranties, or insurance coverage, etc)
Total Aggregate Price
Your offer should indicate agreement to the Conditions stipulated in Annexes III and I
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