Tender notice: Request for quotation for the supply of Office Stationary

REQUEST FOR QUOTATION (RFQ) No 02/2013 1. The OSCE Office in Baku (hereinafter called “the OSCE”) invites you to submit your quotation for the supply of Office Stationary (hereinafter called “the Goods” and “Associated Services”) as specified in this Request for Quotation and Attachments hereto (hereinafter called “the RFQ Documents”). 2. Quotations sent by email and facsimile will not be accepted. Your quotation shall be addressed and submitted to Organisation for Security and Co-operation in Europe, Office in Baku (OSCE) Attn: CFA The Landmark III, 96 Nizami St., AZ1010 Baku, Azerbaijan 3. The deadline for receipt of quotations is at 12:00 hrs Baku time on 12 November 2013. 4. Any quotation received by the OSCE after the above deadline will be rejected. 5. Your quotation and all correspondence shall be made in English. 6. Your quotation shall be prepared in accordance with the following instructions: (i) Your quotation shall include the duly completed and signed Forms contained in Section I “Quotation Forms” and Section II “Technical Specifications and Schedule of Requirements” and any other documents and/or information specified in the RFQ Documents. Failure to complete the Forms and provide required documents and information may result in the rejection of your quotation; (ii) All prices quoted shall be made on the basis of the delivery terms as specified in the RFQ Documents; (iii) All prices shall be quoted in AZN; (iv) All prices shall be quoted excluding taxes; (v) Your quotation shall be valid for at least 60 calendars days past the deadline for receipt of quotations; (vi) Your quotation shall bear the RFQ Reference Number and Title indicated above. (vii) In addition to filling out the price schedule form, please attach a list/catalogue of other items that your company may offer. 7. The OSCE will examine the received quotations to determine whether they are complete, and whether the quotations are generally in order. 8. Prior to the price evaluation, the OSCE will determine the substantial responsiveness of each quotation. A substantially responsive quotation is one which conforms to all the terms and conditions of the RFQ Documents without material deviations. Deviations from, or objections or reservations to critical provisions will be deemed to be a material deviation. The OSCE may waive any minor informality, nonconformity, or irregularity in a quotation which does not constitute a material deviation, reservation or omission. If a quotation is not substantially responsive, it will be rejected by the OSCE and may not be made later responsive by the Bidder correcting the nonconformity. 9. During the evaluation of the quotations, the OSCE may ask you to clarify your quotation. The request for clarification and the response shall be in writing, and no change in the prices (except for the correction of arithmetical errors pursuant to paragraph 8) or the substance of the quotation shall be sought, offered, or permitted. Failure by you to timely and duly respond to a request for clarification may result in the rejection of your quotation. 10. The OSCE shall compare all substantially responsive quotations to determine the quotation containing the lowest evaluated price(s). 11. Award will be made to the Bidder whose quotation is the lowest priced one among substantially responsive quotations. 12. Unless the RFQ Documents specify otherwise, the OSCE General Conditions of Contract (Goods) (to be viewed at http://www.osce.org/procurement/) shall apply to any contract awarded as a result of this RFQ. 13. At any time prior to the award, the OSCE reserves the right to accept or reject any quotation, to annul or suspend the process, whether in whole or in part, and to reject all quotations, without incurring any liability whatsoever. In addition, the OSCE shall not have any obligation to provide reasons to bidders for its actions. 14. Nothing in or relating to the RFQ Documents shall be deemed, or interpreted as, a waiver of the privileges and immunities enjoyed by the OSCE. 15. The OSCE will notify unsuccessful bidder(s). 16. It is expected that the aggregate duration of the proposed contract will be for five (5) years as of 1 January 2014. Throughout the term of the contract the OSCE does not guarantee any minimum level of business. Any orders placed against the contract shall be on an “as and when required” basis, and the OSCE shall be under no obligation to procure any or all of the Goods and Associated Services exclusively from the selected contractor. 17. Please address all your queries or questions in writing at the email address given below and kindly refrain from any telephone calls or personal visits. OSCE E-mail: tender-az@osce.org

REQUEST FOR QUOTATION (RFQ) No 02/2013

1. The OSCE Office in Baku invites you to submit your quotation for the supply of Office Stationary.

2. Quotations sent by email and facsimile will not be accepted.  Your quotation shall be addressed and submitted to

Organisation for Security and Co-operation in Europe, Office in Baku (OSCE)
Attn: CFA
The Landmark III, 96 Nizami St., AZ1010 Baku, Azerbaijan

3. The deadline for receipt of quotations is at 12:00 hrs Baku time on 12 November 2013.

4. Any quotation received by the OSCE after the above deadline will be rejected.

5. Your quotation and all correspondence shall be made in English.

6. Your quotation shall be prepared in accordance with the following instructions:

(i) Your quotation shall include the duly completed and signed Forms contained in Section I “Quotation Forms” and Section II “Technical Specifications and Schedule of Requirements” and any other documents and/or information specified in the RFQ Documents. Failure to complete the Forms and provide required documents and information may result in the rejection of your quotation;

(ii) All prices quoted shall be made on the basis of the delivery terms as specified in the RFQ Documents;

(iii) All prices shall be quoted in AZN;

(iv) All prices shall be quoted excluding taxes;

(v) Your quotation shall be valid for at least 60 calendars days past the deadline for receipt of quotations;

(vi) Your quotation shall bear the RFQ Reference Number and Title indicated above.

(vii) In addition to filling out the price schedule form, please attach a list/catalogue of other items that your company may offer.

7. The OSCE will examine the received quotations to determine whether they are complete, and whether the quotations are generally in order.

8. Prior to the price evaluation, the OSCE will determine the substantial responsiveness of each quotation.  A substantially responsive quotation is one which conforms to all the terms and conditions of the RFQ Documents without material deviations. Deviations from, or objections or reservations to critical provisions will be deemed to be a material deviation. The OSCE may waive any minor informality, nonconformity, or irregularity in a quotation which does not constitute a material deviation, reservation or omission. If a quotation is not substantially responsive, it will be rejected by the OSCE and may not be made later responsive by the Bidder correcting the nonconformity.

9. During the evaluation of the quotations, the OSCE may ask you to clarify your quotation. The request for clarification and the response shall be in writing, and no change in the prices (except for the correction of arithmetical errors pursuant to paragraph 8) or the substance of the quotation shall be sought, offered, or permitted.  Failure by you to timely and duly respond to a request for clarification may result in the rejection of your quotation.

10. The OSCE shall compare all substantially responsive quotations to determine the quotation containing the lowest evaluated price(s).

11. Award will be made to the Bidder whose quotation is the lowest priced one among substantially responsive quotations.

12. Unless the RFQ Documents specify otherwise, the OSCE General Conditions of Contract (Goods) (to be viewed at //www.osce.org/procurement/) shall apply to any contract awarded as a result of this RFQ.

13. At any time prior to the award, the OSCE reserves the right to accept or reject any quotation, to annul or suspend the process, whether in whole or in part, and to reject all quotations, without incurring any liability whatsoever.  In addition, the OSCE shall not have any obligation to provide reasons to bidders for its actions.

14. Nothing in or relating to the RFQ Documents shall be deemed, or interpreted as, a waiver of the privileges and immunities enjoyed by the OSCE.

15. The OSCE will notify unsuccessful bidder(s).

16. It is expected that the aggregate duration of the proposed contract will be for five (5) years as of 1 January 2014.  Throughout the term of the contract the OSCE does not guarantee any minimum level of business. Any orders placed against the contract shall be on an “as and when required” basis, and the OSCE shall be under no obligation to procure any or all of the Goods and Associated Services exclusively from the selected contractor.

17. Please address all your queries or questions in writing at the email address given below and kindly refrain from any telephone calls or personal visits.

OSCE E-mail: tender-az@osce.org