RFP of Provision of Archiviving and Record Management Services

United Nations Development Programme -Rwanda

Rwanda is among eight pilot countries selected in January 2007 to implement the One UN Reform , which enables the UN System to provide a more effective and coherent response to the needs of the Government of Rwanda and its Development Partners. As part of the UN Country Team, UNDP works with other sister agencies to implement the “One UN – Delivering as One” process. UNDP-Rwanda’s programmes and activities respond to the challenges facing the country to achieve the Millennium Development Goals (MDGs).

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REQUEST FOR PROPOSAL (RFP) (For Low-Valued Services)

NAME & ADDRESS OF FIRM

DATE: August 1, 2022

REFERENCE: RFP/UNDP/RWA/2022/034

Dear Sir / Madam:

We kindly request you to submit your Proposal for PROVISION OF ARCHIVIVING AND RECORD MANAGEMENT SERVICES.

Please be guided by the form attached hereto as Annex 2, in preparing your Proposal.  

Proposals may be submitted on or before Friday, August 26, 2022 and via email, courier mail or fax to the address below:

United Nations Development Programme

KN 67 Street No 4

P.O Box 445 Kigali, Rwanda, 12 Avenue de l’Armée, Kigali, Rwanda

Attn: Head of Procurement Unit 

Email: offers.rw@undp.org

Your Proposal must be expressed in the English, and valid for a minimum period of 90 days

In the course of preparing your Proposal, it shall remain your responsibility to ensure that it reaches the address above on or before the deadline.  Proposals that are received by UNDP after the deadline indicated above, for whatever reason, shall not be considered for evaluation.  If you are submitting your Proposal by email, kindly ensure that they are signed and in the .pdf format, and free from any virus or corrupted files.

Services proposed shall be reviewed and evaluated based on completeness and compliance of the Proposal and responsiveness with the requirements of the RFP and all other annexes providing details of UNDP requirements.  

The Proposal that complies with all of the requirements, meets all the evaluation criteria and offers the best value for money shall be selected and awarded the contract.  Any offer that does not meet the requirements shall be rejected.

Any discrepancy between the unit price and the total price shall be re-computed by UNDP, and the unit price shall prevail, and the total price shall be corrected.  If the Service Provider does not accept the final price based on UNDP’s re-computation and correction of errors, its Proposal will be rejected.  

No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by UNDP after it has received the Proposal.   At the time of Award of Contract or Purchase Order, UNDP reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty-five per cent (25%) of the total offer, without any change in the unit price or other terms and conditions.  

Any Contract or Purchase Order that will be issued as a result of this RFP shall be subject to the General Terms and Conditions attached hereto.  The mere act of submission of a Proposal implies that the Service Provider accepts without question the General Terms and Conditions of UNDP, herein attached as Annex 3.

Please be advised that UNDP is not bound to accept any Proposal, nor award a contract or Purchase Order, nor be responsible for any costs associated with a Service Providers preparation and submission of a Proposal, regardless of the outcome or the manner of conducting the selection process. 

UNDP’s vendor protest procedure is intended to afford an opportunity to appeal for persons or firms not awarded a Purchase Order or Contract in a competitive procurement process.  In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures in the following link: 

http://www.undp.org/content/undp/en/home/operations/procurement/business/protest-and-sanctions.html 

UNDP encourages every prospective Service Provider to prevent and avoid conflicts of interest, by disclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, cost estimates, and other information used in this RFP.  

UNDP implements a zero tolerance on fraud and other proscribed practices, and is committed to preventing, identifying and addressing all such acts and practices against UNDP, as well as third parties involved in UNDP activities.  UNDP expects its Service Providers to adhere to the UN Supplier Code of Conduct found in this link : https://www.un.org/Depts/ptd/sites/www.un.org.Depts.ptd/files/files/attachment/page/pdf/unscc/conduct_english.pdf

Thank you and we look forward to receiving your Proposal.

Sincerely yours,

Shelagh Rwitare

UNDP Operations Manager 

8/1/2022

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