Company name: UNHCR

City: Tripoli

Category name: Supplies /

Issued: 2020-10-09

Tender type: Free

Close Date: 2020-11-06

Cost: 0.00

Ref No.



The Office of the United Nations High Commissioner for Refugees (UNHCR) was established on December 14, 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It also has a mandate to help stateless people.

In more than six decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 16,800 people in more than 134 countries continues to help about

70.8million persons. To help and protect some of the world’s most vulnerable people in so many places and types of environment, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations, please see http://www.unhcr.org.


The Office of the United Nations High Commissioner for Refugees (UNHCR), Libya Office, invites qualified suppliers and manufacturers to make a firm offer for the establishment of Frame Agreement(s) for the supply and delivery of Electrical heaters.


Exact technical specification of the requested items is detailed in Annex A of this document.

UNHCR may award Frame Agreement(s) with initial duration of 1 (one) year, potentially extendable for a further period of 1 (one) year. The successful bidders will be requested to maintain their quoted price model for the duration of the Frame Agreement(s).

The estimated annual requirement of UNHCR is a total of 3,326 of Electrical heaters, with specifications as provided in Annex A. Please note that figures have been stated in order to enable bidders to have an indication of the projected requirements. It does not represent a commitment that UNHCR will require the totality of the above quantity. Quantities may vary and will depend on the actual requirements and funds available regulated by issuance of individual Purchase Orders against the Frame Agreement

Other United Nations Agencies, Funds and Programmers shall be entitled to the same prices and terms as those contained in the offers of the successful bidders and could form the basis for a Frame Agreement with other UN Agencies.


When a Frame Agreement is awarded, either party can terminate the agreement only upon 30 days’ notice, in writing to the other party.

The initiation of conciliation or arbitral proceedings in accordance with article 19 “settlement of disputes” of the UNHCR General Conditions of Contracts for provision of Goods and Services shall not be deemed to be a “cause” for or otherwise to be in itself a termination clause.

It is strongly recommended that this Invitation to Bid document and its annexes be read thoroughly. Failure to observe the procedures laid out therein may result in disqualification from the evaluation process.


UNHCR will carry random quality inspections, including specific selected criteria for laboratory test to products or items selected by UNHCR or by an independent surveyor appointed by UNHCR from samples selected during production, upon departure, loading, unloading, arrival to destination or from any storage location. The cost of the quality control inspections and laboratory tests will be covered by UNHCR.

In cases of supplier’s quality default, in addition to the good’s PO penalty clauses, the inspection and laboratory cost will be charged to the supplier.

Sub-Contracting: Please take careful note of article 4 of the attached General Terms and Conditions (Annex E).

Note: this document is not construed in any way as an offer to contract with your firm.

Incoterms: The International Chamber of Commerce Incoterms 2010 shall apply for this ITB and for any resulting purchase orders(s).

Inspection: Inspection of goods may be applicable and may be advised at the time of purchase. The inspection will be arranged and paid for by UNHCR. Please note that inspection charges resulting from the supplier’s default will be charged directly to the supplier.



The following annexes form integral part of this Invitation to Bid:

Annex A: Technical Specifications

Annex B: Technical Offer Form

Annex C: Financial Offer Form

Annex D: Vendor Registration Form

Annex E: UNHCR General Conditions of Contracts for the Provision of Goods – July 2018

Annex F: UN Supplier Code of Conduct

Annex G: Confirmation on sanction list


We would appreciate your informing us of the receipt of this ITB by return e-mail to supply.libya@unhcr.org as to:

-Your confirmation of receipt of this invitation to bid

-Whether or not you will be submitting a bid

-The source where you have acquired this tender document (e.g. E-Mail, Chamber of Commerce, UNGM website, printed media etc.)


Bidders are required to submit any request for clarification in respect of this ITB by e-mail at supply.libya@unhcr.orgThe deadline for receipt of questions is 17:00 hrs Libya Time (UTC+2) on 23/10/2020.


Please note that Bid Submissions are NOT to be sent to the e-mail addresses above. Failure to comply with this provision will result in disqualification.

UNHCR will reply to the questions received as soon as possible by means of publication on its website or by email to all invited bidders.


Your offer shall be prepared in English.

Please submit your offer using the Annexes provided. Offers not conforming to the requested formats will be not taken into consideration.


Inclusion of copies of your offer with any correspondence sent directly to the attention of the responsible buyer or any other UNHCR staff other than the submission e-mail address will result in disqualification of the offer. Please send your bid directly and only to the address provided in the “Submission of Bid” (section 2.6) of this ITB.

Your offer shall comprise the following two sets of documents:

-Technical offer

-Financial offer

In addition to this, product photo/catalogue of exactly the offered items need to be submitted along with the Technical offer documents.

2.4.1Content of the TECHNICAL OFFER


No pricing information should be included in the Technical offer. Failure to comply will result in disqualification. The technical offer should contain all information required.

The technical details of the products requested by UNHCR can be found in Annex A.

The technical offer form (Annex B) should be completed, signed and included in the technical proposal.

Your technical offer should clearly state whether or not the goods you are offering are fully conforming to the product specifications given. Should there be a need to differ from any of the stated requirements, clearly state and disclose any discrepancies within your offer.

Your technical offer should be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information:


Registration certificate proving that bidding company was established on or before 09/10/2017;

Bank confirmation on account under bidding company’s name, accepting payment in USD;

Product photo/catalogue duly submitted in line with requirements stated.

Items offered on Annex B Technical Offer Form meet specifications as stated in Annex A;

Vendor Registration Form (Annex D) duly filled, signed and stamped; Submission of this form is necessary for all partners proposed under the list of potential sub-contractors; if your company is already registered with UNHCR, please submit an empty Vendor Registration Form clearly indicating your UNHCR Vendor ID;

UNHCR General Conditions of Contract for the Provision of Goods and Services (Annex E) duly filled, signed and stamped;

UN Supplier Code of Conduct (Annex F) duly filled, signed and stamped;

Confirmation on sanction list (Annex G).

Packing and transport utilization details: The technical offer shall clearly indicate the packing and transport options (e.g. weight, volume, etc.) in compliance with the packing and transport requirements part of Annex A to this ITB. (These are minimum packaging requirements; however, suppliers are encouraged to propose alternative options for better utilization).

Catalogue : The bidder shall include photographic illustration/Catalogue of the offered items.

Warranty: Goods should have a warranty period of minimum of twelve (12) months.

Fire Safety Certificate: The bidder should submit a Fire Safety Certificate of the offered items

2.4.2Content of the FINANCIAL OFFER

Your separate Financial offer must contain an overall offer in USD currency.


Please carefully consider the pricing model applicable to this invitation tender.

The Financial offer is to be submitted as per the Financial Offer Form (Annex C). Bids that have a different price structure will not be accepted.

The following details shall be provided for each item:

Unit costs: The bidder shall quote the unit price as per Annex C:

-DAP UNHCR Tripoli, Libya – including customs clearance

-DAP UNHCR Benghazi, Libya – including customs clearance

Any quantity or other discounts (e.g. volume discounts) shall be clearly indicated.

UNHCR is exempt from all direct taxes and customs duties. With this regard, price has to be given without VAT.

You are requested to hold your offer valid for 90 days from the deadline for submission. UNHCR will make its best effort to select a company within this period. The pricing model quoted in the Supplier’s offer will remain valid for the duration of the Frame Agreement. UNHCR’s standard payment terms are within 30 days after satisfactory implementation and receipt of documents in order.

The cost of preparing a bid and of negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment.


2.5.1Supplier Registration:

The qualified suppliers will be added to the Vendor Database after investigation of suitability based on the submitted Vendor Registration Form and supporting documents. The investigation involves consideration of several factors such as:

Financial standing,

Core business,

Track record,

Contract capacity.

This will be followed later by performance evaluation as a supplier such as:

Random / periodic testing of the supplier's products,

Ability to respond quickly to Agency's needs,

Timely delivery,

Dependability of products and services.

Lead time for delivery

2.5.2Technical evaluation:

The technical component of the submission will be evaluated using the criteria PASS or FAIL using the following criteria evaluation system:



Full compliance with specifications listed in Annex A

Pass / Fail

Duly submitted product photo/catalogue, fully matching the

Pass / Fail

specifications, as part of the technical offer


All mandatory documents submitted as requested based on

Pass / Fail

2.4.1. of the solicitation document


All criteria listed above must be fully met by any offer in order to be considered technically compliant.

2.5.3Financial evaluation:

The financial component will be analyzed only for those bidders that pass the technical evaluation and are considered technically compliant.

The Evaluation of Financial Offers – bids will be tabulated and compared with those received from all commercial entities participating in the solicitation exercise. Thus, it is of critical importance that the bidders submit complete Offers. The contract may then be awarded to the vendor(s) with the lowest priced offers passing the technical evaluation.

UN Global Compact and other factors: UNHCR supports the UN Global Compact Initiative put forward on 31 January 1999 by UN Secretary-General Kofi Annan that would bring companies together with UN agencies, labor and civil society to support ten principles in the areas of the human rights, labour, environment and anti-corruption. We encourage our suppliers to sign up with the UN Global Compact Initiative.

The offers must bear your official letter head, clearly identifying your company.

Bids should be submitted by e-mail ONLY and all attachments should be in PDF format. (Copies of the PDF format documents may, as an addition, be included in Excel or other formats etc.). The Technical and Financial offers shall be clearly separated.

Bid must be sent by e-mail ONLY to: tenderbox.libya@unhcr.org



The subject of the email must clearly state the type of offer (i.e. financial or technical).

Failure to do so will result in disqualification.

Deadline: 06/11/2020, 17:00 hrs Libya Time (UTC +2).


Any bid received after this date or sent to another UNHCR address will be rejected. UNHCR may, at its discretion, extend the deadline for the submission of bids, by notifying all prospective bidders simultaneously.

It is your responsibility to verify that all e-mails have been received properly before the deadline. Please be aware of the fact that the e-mail policy employed by UNHCR limits the size of attachments to a maximum of [20Mb so it may be necessary to send more than one e-mail for the whole submission.

Please indicate in e-mail subject field:

-Bid ITB/LBY/TR/20/046

-Name of your firm with the title of the attachment

-Type of the offer (Financial or Technical)

-Number of e-mails that are sent (example: 1/3, 2/3, 3/4).

For example: ITB/LBY/TR/20/046 Company ABC – Technical Offer (email 1 of 3)

UNHCR will not be responsible for locating or securing any information that is not identified in the bid. Accordingly, to ensure that sufficient information is available, the bidder shall furnish, as part of the bid, any descriptive material such as extracts, descriptions, and other necessary information it deems would enhance the comprehension of its offer.


The Financial offer will only be opened for evaluation if the supplier’s technical part of the offer has passed the test and has been accepted by UNHCR as meeting the technical specifications.

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