INSTRUCTIONS & GUIDELINES
to Bid (ITB) & Request for Proposal (RFP)
A request for Proposal (RFP) is
used as a legal standard procurement documents for procurement
of goods and services where the technical specifications or
characteristics cannot be precisely, or are of a
complicated/specialized nature that requires significant input
from the supplier.
An invitation to Bid (ITB) is
used for the procurement of goods and services of standard and
The RFP or ITB shall be
governed by the terms and conditions of the cover letter of
the RFP/ITB and the project requirement.
ESCWA reserves the right to
modify or exclude any consideration, information or
requirement contained in the RFP/ITB, and to add new
considerations, information or requirements at any stage of
the procurement process, including during negotiations with
the selected proposer.
It is understood that all
specifications shall be construed in the sense that provides
the best execution of the contract.
Only the vendor to whom the
RFP/ITB is addressed can submit a proposal. If the addressee
does not wish to participate in the bidding process , then the
documents may be forwarded to a third party, provided the
prior written approval of the ESCWA, Procurement and Travel
Unit (PTU) is obtained. The proposal submitted by a third
party company shall comply with all deadlines stipulated in
Submissions of Proposals
Proposals must be submitted in the language(s) indicated in
the cover letter of the RFP/ITB.
Technical Specifications of Requirement
No changes, substitutions, or other alterations to the
technical specifications of requirement stipulated in the RFP/ITB
will be accepted unless approved in writing by ESCWA.
The RFP/ITB contains no contractual offer of any kind. Any
proposal submitted will be regarded as an offer by the
proposer and not as an acceptance by the proposer of the offer
made by ESCWA. No contractual relationship will exist expect
pursuant to a written contract document signed by ESCWA duly
authorized official of PTU and by the selected proposer. The
RFP/ ITB does not commit ESCWA to consider any proposal, to
award a contract or to pay any costs incurred in making
necessary studies for the preparation thereof.
Criteria of Evaluation
All proposals will be evaluated in accordance with the
provisions of the
United Nations financial Regulations and Rules as well as the
of the ITB/RFP.
Terms of Contract
The price quotes
shall only be specified in the currency indicated in the RFP/ITB,
free of any tax (such as VAT) and duty. Prices shall be final
and subject to revision from the time of entering into force
of the contract until the end of contractual obligations.
referred to above shall include any necessary service to be
provided by the selected proposer (even if such services are
not expressly enumerated) in order to ensure a satisfactory
fulfillment of the contract, as well as any other expenses
incurred by the selected proposer, e.g. travel, accommodation,
daily substance, telecommunication, postal charges.
In no case may
the selected proposer invoke a hiatus or an oversight in the
description of the work components in the tender documents or
claim inadequate explanation for seeking any price increase or
any release from contractual liabilities.
The financial Regulations of the United Nations preclude
advance payment or payments by letter of credit. Such
provisions in a proposal will be prejudicial to its evaluation
by ESCWA. The standard payment terms are 30 days upon receipt
of invoice subsequent to satisfactory delivery of goods and
acceptance thereof by ESCWA.
Proposal and Split Awards
The United Nations reserves the right to accept or reject any
or all proposals received in response to the RFP/ITB, to
request either wholly or in part new proposals, or to
negotiate with any proposer considered qualified in any manner
deemed to be in the best interest of the United Nations.
Bids/Proposals may be rejected if they, inter alia:
after the deadline stipulated in the RFP/ITB.
are not properly
marked or addressed as required in the RFP/ITB.
are delivered to
another United Nations office location than the one required
in the ITB/RFP.
by facsimile without express written permission by PTU.
alternate proposal, unless specifically requested; or
otherwise in compliance with the RFP/ITB.
Nations reserves the right to award more than contract
(non-exclusivity) or to enter into a negotiated contract, and
it may not necessarily accept the lowest or any particular
proposal, nor disclose the reasons for the rejection. The
United Nations reserves the right to split awards in any
combination as it may deem appropriate. If the proposal is
submitted on a (all or none) basis, it should clearly state
and Modification of Bids/Proposals
Bids/Proposals may be modified or withdrawn in writing, prior
to the fixed time for opening specified therein.
Bids/Proposals may not be modified or withdrawn after that
Errors in Proposals
Bidders/Proposers or their authorized agents are expected to
examine any maps, drawings, specifications, circulars,
schedules, and other instructions pertaining to the work, made
available by the United Nations to the proposers for
inspection. Failure to do so will be at the proposerís own
risk. In case of error in the totaling of prices, the unit
price will be govern.
Public opening of tenders will take place at the address and
time specified in the cover letter of each specific RFP or ITB.
Bidders/Proposers may send one or more representatives with
the proper authorization to observe the public opening.
The RFP/ITB or any part thereof, and all copies thereof must
be returned to the United Nations upon request. It is
understood that the RFP/ITB is confidential and proprietary to
the United Nations, contains privileged information, part of
which may be copyrighted, and is communicated and received by
you on the condition that no part thereof, or any information
concerning it may be copied, exhibit, or furnished to others
without the prior written consent of the United Nations,
except that you may exhibit the specifications to your
prospective sub-contractor for sole purpose of obtaining
offers from them. Notwithstanding the other provisions of the
RFP/ITB, recipients of the RFP/ITB will be bound by the
contents of this paragraph whether or not they submit a
proposal or respond in any other way to this RFP/ITB.
Any contract resulting from this RFP/ITB will include the
United Nations General Conditions for General Contract, as