REQUEST FOR QUOTATION (RFQ)

RFQ Reference: RFQ-001-ZM10-XRAYDate: 05 April 2023

SECTION 1: REQUEST FOR QUOTATION (RFQ) RFQ-SUPPLY AND INSTALLATION OF X-RAY MACHINE

International Organisation for Migration (IOM) kindly requests your quotation for the provision of goods, works and/or services as detailed in Annex 1  to 4 of this RFQ.

This Request for Quotation comprises the following documents:

Section 1: This request letter

Section 2: RFQ Instructions and Data

Annex 1:                            Schedule of Requirements

Annex 2: Quotation Submission Form

Annex 3: Technical and Financial Offer

                                     Annex 4: Equipment Specification form

When preparing your quotation, please be guided by the RFQ Instructions and Data. Please note that quotations must be submitted using Annex 2: Quotation Submission Form and Annex 3 Technical and Financial Offer Annex 4 Equipment Specification form, by the method and by the date and time indicated. It is your responsibility to ensure that your quotation is submitted on or before the deadline. Quotations received after the submission deadline, for whatever reason, will not be considered for evaluation.

Thank you and we look forward to receiving your quotations.

Approved by:

Signature:                                                               

Name:      LIVERMORE KEISHA Click or tap here to enter text.

Title:        Chief of Mission

Date:           

SECTION 2: RFQ INSTRUCTIONS AND DATA

Deadline for the Submission of Quotation24 April 2024- 17:00 CAT If any doubt exists as to the time zone in which the quotation should be submitted, refer to http://www.timeanddate.com/worldclock/.  
Method of SubmissionQuotations must be submitted as follows: ☐ E-tendering ☒ Email ☐ Courier / Hand delivery ☐ Other Click or tap here to enter text. Bid submission address: [email protected] File Format: PDFFile names must be maximum 60 characters long and must not contain any letter or special character other than from Latin alphabet/keyboard.All files must be free of viruses and not corrupted.Max. File Size per transmission: 4MBMandatory subject of email: (RFQ) FOR THE SUPPLY AND INSTALLATION OF X-RAY MACHINE-LUSAKAMultiple emails must be clearly identified by indicating in the subject line “email no. X of Y”, and the final “email no. Y of Y.It is recommended that the entire Quotation be consolidated into as few attachments as possible.The proposer should receive an email acknowledging email receipt.
  
Cost of preparation of quotationIOM shall not be responsible for any costs associated with a Supplier’s preparation and submission of a quotation, regardless of the outcome or the manner of conducting the selection process.
Supplier Code of ConductAll prospective suppliers must read the UN Supplier Code of Conduct and acknowledge that it provides the minimum standards expected of suppliers to the UN. The Code of Conduct, which includes principles on labour, human rights, environment and ethical conduct may be found at: Supplier Code of Conduct (ungm.org).
Conflict of InterestUN encourages every prospective Supplier to avoid and prevent conflicts of interest, by disclosing to UN if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFQ.
General Conditions of ContractAny Purchase Order or contract that will be issued as a result of this RFQ shall be subject to the IOM General Conditions of Contract for provision of goods/services/transportation/medical services available at https://www.iom.int/do-business-us-procurement. 
EligibilityBidders shall have the legal capacity to enter into a binding contract with IOM and to deliver in the country, or through an authorized representative.
Currency of QuotationQuotations shall be quoted in USD                                                                                   
Duties and taxesThe International Organization for Migration is exempt from all direct taxes, except charges for public utility services, and is exempt from customs restrictions, duties, and charges of a similar nature in respect of articles imported or exported for its official use. All quotations shall be submitted net of any direct taxes and any other taxes and duties, unless otherwise specified below: All prices shall: ☐ be inclusive of VAT and other applicable indirect taxes ☒ be exclusive of VAT and other applicable indirect taxes
Language of quotation and documentation including catalogues, instructions and operating manualsENGLISH
Documents to be submittedBidders shall include the following documents in their quotation: ☒ Annex 2: Quotation Submission Form duly completed and signed ☒ Annex 3: Technical and Financial Offer duly completed and signed and in accordance with the Schedule of Requirements in Annex 1 ☒  Other Annex 4                                             
Quotation validity periodQuotations shall remain valid for 60 days from the deadline for the Submission of Quotation.
Price variationNo price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted at any time during the validity of the quotation after the quotation has been received.
Partial Quotes☒ Not permitted ☐ Permitted  (please specify, i.e. by LOTs only or by line item, etc)
Payment Terms☒ 100% within 30 days after receipt of goods, works and/or services and submission of payment documentation. ☐ Other Click or tap here to enter text.                               
Contact Person for correspondence, notifications and clarificationsFocal Person: TENDAI CHAIWILA E-mail address: [email protected] Attention: Quotations shall not be submitted to this address but to the address for quotation submission above.
Clarifications      Requests for clarification from bidders will not be accepted any later than 3 days before the submission deadline. Responses to request for clarification will be communicated via email by 18 April 2023
Evaluation method  ☒The contract will be awarded to the lowest price substantially compliant offer ☐ Other Click or tap here to enter text.
Evaluation criteria          ☒Full compliance with all requirements as specified in Annex 1 ☒Full acceptance of the General Conditions of Contract ☒Comprehensiveness of after-sales services ☒Earliest Delivery /shortest lead time ☐Others (for ex, environmental criteria/considerations, etc)  
Right not to accept any quotationIOM is not bound to accept any quotation, nor award a contract or Purchase Order
Right to vary requirement at time of awardAt the time of award of Contract or Purchase Order, IOM reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum 25% of the total offer, without any change in the unit price or other terms and conditions.
Type of Contract to be awardedPURCHASE ORDER
Expected date for contract award.08 May 2023
Policies and proceduresThis RFQ is conducted in accordance with Policies and Procedures of IOM
UNGM registrationIOM is encouraging all suppliers to register at the United Nations Global Marketplace (UNGM) website at www.ungm.org. The Bidder may still submit a quotation even if not registered with the UNGM, however, if the Bidder is selected for Contract award of USD 100,000 and above, the Bidder is recommended to register on the UNGM prior to contract signature. For vendors who do not have the technical means to register in UNGM, the UNGM has implemented an assisted vendor registration functionality that allows IOM procurement personnel to add local vendors to the UNGM.  

ANNEX 1: SCHEDULE OF REQUIREMENTS

Technical Specifications for Goods:

Item NoMinimum technical requirements-Refer to attached Annexes 1 A TO CUnitQuantity
1Digital X-ray MachineEA1
2Freight to Lusaka – ZambiaLOT1
 Click or tap here to enter text.  
 Click or tap here to enter text.  

Delivery Requirements

Delivery Requirements
Delivery date and timeBidder shall deliver the goods WITHIN 60 DAYS After Contract signature.
Delivery Terms (INCOTERMS 2020)DAP
Customs clearance (must be linked to INCOTERM☐ Not applicable Shall be done by: ☐ Name of organisation ☐ Supplier/bidder ☒ Freight Forwarder
Exact Address(es) of Delivery Location(s)International Organization for Migration
4626 Mwaimwena road
Rhodes Park, Lusaka – Zambia
Distribution of shipping documents (if using freight forwarder)Invoice, Packing List, AWB, COC
Packing RequirementsAvoid all unnecessary sub-packaging made of single-use plastics. When sub-packaging is really necessary, we prefer 100% compostable bioplastic made from biomass or unbleached, natural coloured recycled paper or paper with FSC forest management certification. required
Training on Operations and MaintenanceClick or tap here to enter text.
Warranty PeriodAs per Annex 4
After-sales service and local service support requirementsUp to door delivery, after sales corrections, compliance with IOM data protection policy
Preferred Mode of TransportAir
Other information 


ANNEX 2: QUOTATION SUBMISSION FORM

Bidders are requested to complete this form, including the Company Profile and Bidder’s Declaration, sign it and return it as part of their quotation along with Annex 3: Technical and Financial Offer. The Bidder shall fill in this form in accordance with the instructions indicated. No alterations to its format shall be permitted and no substitutions shall be accepted.

Name of Bidder:Click or tap here to enter text.
RFQ reference:Click or tap here to enter text.Date: Click or tap to enter a date.

VENDOR INFORMATION SHEET[1]

BIDDER’S DECLARATION OF CONFORMITY[2]

YesNo 
On behalf of the Supplier, I hereby represent and warrant that neither the Supplier, nor any person having powers of representation, decision-making or control over it or any member of its administrative, management or supervisory body, has been the subject of a final judgement or final administrative decision for one of the following reasons:  bankruptcy, insolvency or winding-up procedures; breach of obligations relating to the payment of taxes or social security contributions; grave professional misconduct, including misrepresentation, fraud; corruption; conduct related to a criminal organisation; money laundering or terrorist financing; terrorist offences or offences linked to terrorist activities; child labour and other trafficking in human beings, any discriminatory or exploitative practice, or any practice that is inconsistent with the rights set forth in the Convention on the Rights of the Child or other prohibited practices; irregularity; creating or being a shell company.  
On behalf of the Supplier, I further represent and warrant that the Supplier is financially sound and duly licensed.  
On behalf of the Supplier, I further represent and warrant that the Supplier has adequate human resources, equipment, competence, expertise and skills necessary to complete the contract fully and satisfactorily, within the stipulated completion period and in accordance with the relevant terms and conditions.  
On behalf of the Supplier, I further represent and warrant that the Supplier complies with all applicable laws, ordinances, rules and regulations.  
On behalf of the Supplier, I further represent and warrant that the Supplier will in all circumstances act in the best interests of IOM.
On behalf of the Supplier, I further represent and warrant that no official of IOM or any third party has received from, will be offered by, or will receive from the Supplier any direct or indirect benefit arising from the contract.  
On behalf of the Supplier, I further represent and warrant that the Supplier has not misrepresented or concealed any material facts during the contracting process.  
On behalf of the Supplier, I further represent and warrant that the Supplier will respect the legal status, privileges and immunities of IOM as an intergovernmental organization.  
On behalf of the Supplier, I further represent and warrant that neither the Supplier nor any persons having powers of representation, decision-making or control over the Supplier or any member of its administrative, management or supervisory body are included in the most recent Consolidated United Nations Security Council Sanctions List (the “UN Sanctions List”) or are the subject of any sanctions or other temporary suspension. The Supplier will immediately disclose to IOM if it or they become subject to any sanction or temporary suspension.  
On behalf of the Supplier, I further represent and warrant that the Supplier does not employ, provide resources to, support, contract or otherwise deal with any person, entity or other group associated with terrorism as per the UN Sanctions List and any other applicable anti-terrorism legislation.  
On behalf of the Supplier, I further represent and warrant that, the Supplier will apply the highest ethical standards, the principles of efficiency and economy, equal opportunity, open competition and transparency, and will avoid any conflict of interest.  
On behalf of the Supplier, I further represent and warrant that the Supplier undertakes to comply with the Code of Conduct, available at https://www.ungm.org/Public/CodeOfConduct.  
It is the responsibility of the Supplier to inform IOM immediately of any change to the information provided in this Declaration.
On behalf of the Supplier, I certify that I am duly authorized to sign this Declaration and on behalf of the Supplier I agree to abide by the terms of this Declaration for the duration of any contract entered into between the Supplier and IOM.  
IOM reserves the right to terminate any contract between IOM and the Supplier, with immediate effect and without liability, in the event of any misrepresentation made by the Supplier in this Declaration.    

Signature:                                                                                  

Name:          Click or tap here to enter text.

Title:           Click or tap here to enter text.

Date:            Click or tap to enter a date.

ANNEX 3: TECHNICAL AND FINANCIAL OFFER – GOODS

Bidders are requested to complete this form, sign it and return it as part of their bid along with Annex 2: Quotation Submission Form. The Bidder shall fill in this form in accordance with the instructions indicated. No alterations to its format shall be permitted and no substitutions shall be accepted.

Name of Bidder:Click or tap here to enter text.
RFQ reference:Click or tap here to enter text.Date: Click or tap to enter a date.
Currency of the Quotation: Click or tap here to enter text. INCOTERMS: Click or tap here to enter text.
Item NoDescriptionUOMQtyUnit priceTotal price
1.Click or tap here to enter text.    
2.Click or tap here to enter text.    
3.Click or tap here to enter text.    
4.Click or tap here to enter text.    
5.Click or tap here to enter text.    
Total Price 
Transportation Price 
Insurance Price 
Installation Price 
Training Price 
Other Charges (specify) 
Total Final and All-inclusive Price 

Compliance with Requirements

   You Responses
Yes, we will complyNo, we cannot complyIf you cannot comply, pls. indicate counter proposal
Minimum Technical SpecificationsClick or tap here to enter text.
Delivery Term (INCOTERMS)Click or tap here to enter text.
Delivery Lead TimeClick or tap here to enter text.
Warranty and After-Sales RequirementsClick or tap here to enter text.
Validity of QuotationClick or tap here to enter text.
Payment termsClick or tap here to enter text.
Other requirements [pls. specify]Click or tap here to enter text.

Other Information:

Estimated weight/volume/dimension of the Consignment: Click or tap here to enter text.
Country/ies of Origin: (if export licence required this must be submitted if awarded the contract)Click or tap here to enter text.

 

I, the undersigned, certify that I am duly authorized to sign this quotation and bind the company below in event that the quotation is accepted.
Exact name and address of the company Company NameClick or tap here to enter text. Address:                                             Click or tap here to enter text.                                                                            Click or tap here to enter text. Phone No.:                          Click or tap here to enter text. Email Address:     Click or tap here to enter text.Authorized Signature:                                                                                                                                Date:                                                   Click or tap here to enter text. Name:                                  Click or tap here to enter text. Functional Title of Authorised Signatory:                           Click or tap here to enter text. Email Address:     Click or tap here to enter text.

 

 

 

 

 

            ANNEX 4: Equipment Specification form

Bidders are requested to complete this form, sign it and return it as part of their bid along with Annex 2 &3: Quotation Submission Form. The Bidder shall fill in this form in accordance with the instructions indicated. No alterations to its format shall be permitted and no substitutions shall be accepted.

Parts SubitemsRecommended standard specificationVendor to fill in required information using this column
Section 1Stationary X ray machine
Brand and Model of the x-ray MachineBrand/ModelVendor should specify the brand and model of the X ray machine 
X-ray Machine GeneratormA,500 or more 
KVP,up to 150 KVP 
Power (KW),40KW or more 
Automatic exposure controlPresent 
X-ray tubeFocal spot size of the tube,0.6/1.2mm 
Tube MaterialTungsten-Rhenium 
MovabilityMulticoating tube, X-ray tube rotation: ± 120° 
Heat capacity, cooling rate and thermal protection200KHU or more (the higher is the better) 
Tube standFloor mounted tubeStrong; Horizontal travel range ~ 140 cm; Vertical travel range ~150 cm; Rotation of tube around vertical axis: ± 90°; 
Floor mounted preferred as it needs less space and no need for strong ceiling 
Bucky ChestBucky ( Chest Bucky)Automatic /semiautomatic cassette and grid adjustment
Highest vertical and rotation Bucky movement
Distance from chin rest to active area of Bucky allows to fully include the chest x-ray image and avoid cutting of the apices
Strong Bucky stand, which can be well fixed on the floor,
 
TableX-ray TableMinimum Simple, two way table with locking wheel, especially for small X ray rooms, and if the use is predominantly for chest X rays. 
GridGrid IncludedGrid ratio, 8:1 or more 
Exposing switch (Console)Image exposing Console ( If separate from the operator’s work station)Display automatic (Digital) with exposing button 
CollimatorAutomatic/Semiautomatic/manual, with light beam centring and timer(Vendor should specify the type) 
Electricity source requirementElectricity requirement  of the x-ray roomSingle Phase with DOE>80% or three Phases 
Room requirementRoom size and shape needed for stationaryVendor should specify the room size requirement of the X ray machine 
Section 2The Detector
The Detector specificationBrand/modelVendor should specify the brand and model of the detector 
One/double detector,preferred if double for both table and Bucky instead of moving the detector between the Bucky and table 
Physical weight4 kg or lower 
Physical size of detector17X17”, better than 14X17” 
Detector MaterialCesium Iodide ( CsI ), better than Gadolinium oxysulfide (Gadox) 
Pixel number3000 x 3,000 or more 
Pixel size/ pitch140 μm or lower 
DQE (Detective quantum efficiency)80% or more 
Analog to Digital (AD) Conversion12 bits or more 
Image preview timeLess than 10 secs 
Time to be ready for next image takingLess than 10 secs 
Image transfer methodWired/wireless image transfer –or wireless through Wi-Fi router, the best specification and latest model of router 
Digital image qualitySample chest X ray DICOM images  has to be checked by a radiologist to ensure the acceptability of the image it produces 
Detector BatteryCharging method1. direct electric charging preferred
2. if not, external battery charging with tethering option
 
If external battery charger, number of batteriesAt least 3 batteries 
If external battery charger, number of chest x-ray it can take after full charge of the batteryAfter full charging, can take  200 or more CXRs  or lasts for 8 hours of operation 
If direct electric charging, is detector integrated(internal)/ or movable (external)If the machine has double detector for both chest and table Bucky separate, integrated fixed detector is better.
But if single detector, external (movable) detector is preferred, so that it can be moved between the chest Bucky and the table
 
Section 3Computer   (hardware & software)
Computer   (hardware & software)Operating systemWindows 10, preferably 
Memory16GB or more 
Processorlatest, i7 or above 
Image storage1TB or higher (can store more than 3000 CXR images) 
Image manipulating software     Specify brand name of software 
DICOM compliance DICOM 3 compatible & and IHE compliant, with ability to network to PACS 
PortsPorts for USB, DVD/CD burning 
Radiographer monitor sizeminimum 21” 
HIS/RISincluded and enabled 
Other supportsSupports worklist modality, storage, printing and query and retrieve.  
Biodata fields on the displayAll biodata fields can be accessible on the display 
Section 4Other Items
Certification Registration by regulatory bodyThe machine is approved by authorized regulatory bodies and manufacturer is legally registered, and agent/vendor is available in the country 
For the certification document the vendor can submit any of the following certification documents1. Preferably if WHO/SRA certification such as FDA or EU certification. 
2. If not, Certification from the country where the X-ray machine will be installed +/- CE marking 
3. If 1 and 2 are not available, Certification from the country of manufacture of the X ray machine and confirmation that the X-ray machine is allowed to be installed in the country where the x-ray machine will be installed. 
 Accessories IncludedLead aprons, skirtsVendor to specify the type and quantity of lead accessories they will provide 
Lateral cassette holder Lateral cassette holder included in the package(needed for taking lateral decubitus views) 
Local Availability of after sale serviceAvailability of technical support locallyTechnical support is available locally in the country where the X ray machine is going to be installed 
Availability of qualified technical support locally, The technicians available locally are qualified  capacity to fix any  issues to the machine 
 The 24/7 availability of technical support,Technicians available locally are accessible in regular and 24/7 in emergency bases 
Spare part availabilityAvailability of spare parts in  StockAll spare parts are available locally 
Time needed to get spare part , when not available in stockThe vendor should specify how long does it take to get spare parts if not available locally
(with in a week is good)
 
Assist to get approval  for license  to operate x-ray  from Gov. if neededGuide in completing the requirements, when neededThe vendor can assist to get approval  for license  to operate x-ray  from Government where the X ray machine is going to be installed if needed 
Users opinionThe vendor has installed the machine to other users, and can provide list of phones to collect users opinionVendor to provide contact list where similar machine is installed to get users opinion 
Image quality checksDICOM CXR images can be provided for image quality checkingVendor to provide at least 5 DICOM (not JPEG) CXR images taken from similar x-ray machine and detector  installed elsewhere to check image quality  
Delivery timeDuration of time needed for delivering the machine and certaintyThe fastest possible 
Warranty Duration of warrantyMinimum 2 years 
The parts/actions  included in the warrantyThe warranty is comprehensive including the X ray machine tube and the detector,  including changing new detector- if the detector fails 
The service and maintenance agreement  included in the warranty24/7 on call for troubleshooting, and regular every 3months ( calibrations, software updates) 
InstallationIncluded in the PackageThe installation will be done by the vendor as part of the package 
Users trainingIncluded in the packageTraining will be given to the users by the vendor as part of the package 

[1] Vendor Information Sheet.xlsx

[2] This form is mandatory to fill in and sign by every vendor who submits quotation

Closing Date: 2024-05-24

Closing Time: 10:00

Procuring Entity: International Organisation for Migration (IOM)